Front DeskAdministrative Assistant

Overview

Benefits:

• Paid Sick Leave
• Health insurance

• Serves visitors by greeting, welcoming, and directing them appropriately.
• Answers main phone promptly and in a professional manner, taking messages and passing them to the appropriate person.
• Notifies company personnel of visitor arrival.
• Maintains security and telecommunications system.
• Informs visitors by answering or referring inquiries.
• Directs visitors by maintaining employee and department directories.
• Maintains security by following procedures, monitoring logbook, and following COVID-19 office protocols.
• Operates telecommunication system by following manufacturer’s instructions for main phone and console operation.
• Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
• Organizes and schedules meetings and appointments for the Executive Director.
• Maintains applicant log from application to start date by collecting certifications, background check forms/money order, personal contact information, start date, etc., and entering this information in an Excel spreadsheet and emailing to HR Consultant on a weekly basis.
• Checks references for potential new hires.
• Distributes and collects medical insurance enrollment forms to eligible employees and works with HR Consultant to enroll the employee.
• Distributes new hire paperwork and collects documents from employees including I-9 documents and keeps track of expiration dates. Filing completed I-9 form in the I-9 binder.
• Produces and distributes correspondence memos, letters, faxes and forms for Executive Director’s review and/or signature.
• Assists in the preparation of regularly scheduled reports.
• Develops and maintains a computer and filing system for employee files, etc.
• Orders and picks up food/food supplies for staff meetings, etc.
• Researches and creates presentations for the Executive Director and others as needed.
• Handles multiple projects given by the Executive Director.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies; placing and expediting orders for supplies, etc., and verifying receipt of supplies.
• Contributes to team effort by completing tasks such as putting together binders.
• Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
• Handles sensitive information in a confidential manner.
• Develops and updates administrative systems to make them more efficient.
• Resolves administrative problems in a timely manner.
• Receives, sorts and distributes the mail on a daily basis.
• Collects timesheets from employees and provides to the Program Manager.
• Photocopies and prints documents on behalf of other colleagues once Executive Director gives approval.
• Performs other duties as needed and directed by the Executive Director.

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• At least 1-2 years of experience in the field or in a related area
• High school diploma or equivalent; college degree preferred