Receptionist Administrative Assistant

Title:

Receptionist/Administrative Assistant

Department/

Location:

Administration

Reports To:

Office Manager & Executive Assistant to CEO

Exempt/Non-Exempt:
Non-Exempt

Serves as the first point of contact for the organization, both in person and by phone while providing comprehensive administrative and secretarial support to leadership and staff. This role ensures smooth front office operations, professional and welcoming visitor interactions, and efficient handling of administrative, donor-related, and clerical processes, including the timely and accurate processing and coordination of CEO thank-you letters for donations.

• Manage front desk operations, serving as the first point of contact for the organization by professionally screening calls, taking messages, greeting visitors, club members, and job applicants.
• Receive, log and direct deliveries to the appropriate departments in a timely manner.
• Serve as the primary liaison with office vendors, including copier, janitorial, and shredding services, to troubleshoot issues and coordinate service needs.
• Manage office recycling processes, including the collection and return of toner cartridges.
• Retrieve, sort, and distribute incoming mail to appropriate staff. Prepare outgoing mail as requested.
• Accurately record all income received through the mail on the daily Cash Receipts Log and forward the Deposit Log to the Chief Administrative & Financial Officer (CAFO) for review and approval; distribute electronic copies to the Cash Receipts Email recipients.
• Type and prepare memos, correspondence, reports, and other documents with a high level of accuracy and attention to detail.
• Research, calculate, and document all Gifts‑in‑Kind and submit completed information to the CAFO for processing.
• Prepare, coordinate, and send donor acknowledgement letters, including CEO thank‑you notes, ensuring all acknowledgements are timely, accurate, and error‑free; follow‑up with staff as needed to obtain required information.
• Assist with mailing invitations for special events.
• Organize & scan Finance Documentation and place in appropriate folder on SharePoint.
• Prepare Annual Corporate & Advisory Board Dues Invoices annually & General Invoices as needed for CAFO to review. Mail once approved.
• Update the 211 Directory annually.

• Internal:
  Maintain close, daily contact with professional and volunteer staff, as well as the supervisor, to exchange information, discuss issues, explain guidelines and instructions, provide direction, and offer guidance or counsel as appropriate.
• External:
  Maintain effective working relationships with external partners, donors, vendors, and other stakeholders to support operations and assist in the timely resolution of issues.

• One year certificate from college or technical school; or 2‑5 related experience and/or training; or equivalent combination of education and experience.
• Knowledge of computer software:
  Excel, Word, Outlook, and Internet. Database experience, a plus. Raiser’s Edge a plus.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Experience Answering Multi‑Line Telephone System.
• Dependable.
• Ability to work 40 hours per week.
• Strong communication skills, both written and verbal. Ability to write correspondence. Ability to speak effectively before customers or employees.
• Strong organization skills.
• Valid FL Driver license required.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Frequently required to stand; walk; use hands to finger; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk, hear and listen.
• Required to sit for long periods.
• Frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth…