RECEPTIONIST - ADMINISTRATION - FULL TIME
SUMMARY DESCRIPTION
The primary focus of this position is to provide clerical / administrative support to the CEO and other Administrative staff.
The primary focus of this position is to provide clerical / administrative support to the CEO and other Administrative staff.
ESSENTIAL DUTIES & RESPONSIBILITIES
This list is representative of the duties and responsibilities of the position, but is not to be construed as all inclusive:
This list is representative of the duties and responsibilities of the position, but is not to be construed as all inclusive:
- Operates telephone switchboard, answers incoming calls, and conveys information to callers or routes calls to the appropriate staff member. Takes messages when necessary. Refer callers to other agencies that may be of assistance to them.
- Greets the public as they enter the building. First contact with people coming into the facility.
- Compiles, types, and maintains memos, letters, reports, and other documents as requested by the CEO and other administrative staff.
- Maintains an efficient filing system.
- Makes copies as necessary.
- Addresses envelopes and/or packages. Arranges for package pick-ups as necessary.
- Proofreads records and/or forms.
- Retrieves and distributes daily mail to appropriate staff on a daily basis.
- Record and log incoming monies on a daily basis.
- Orders all office supplies for the Agency.
- Makes identification badges for staff and center members.
- Updates new employee company email and office phone number in the HR system.
- Provides information about CHEER’s employment page for open positions and the application process. Hands out application forms as necessary to potential applicants.
- Maintains and performs minor repairs to office equipment. Contacts repair service when required.
- Keeps a computer file of current job descriptions and resumes.
- Contributes to team effort by performing other related duties deemed necessary by CEO.
CONTACTS
Primary contacts include:
General public
Agency employees
Primary contacts include:
General public
Agency employees
KNOWLEDGE, SKILLS & ABILITIES
Minimum requirements for this position are:
- High School Diploma or equivalent required.
- Switchboard experience preferred. Ability to speak effectively and clearly over the telephone and in person.
- Must be familiar with and able to operate a computer, printer, and telephone switchboard. Familiarity with computers, word processing software, and spreadsheet software programs. Microsoft Office preferred.
- Must maintain confidentiality.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to copy information from one record or source to another.
- Customer Service / people skills: Strong communication skills while using positive language, detail-oriented, and works with high degree of accuracy, ability to multitask, ability to handle stressful & difficult situations, possesses strong problem-solving skills, and ability to listen effectively.
- Maintain professionalism be productive; manage time effectively; take the initiative; project positive attitude; be respectful of all; be ethical & show good judgement.
- Ability to understand a variety of instructions furnished in written, oral, or diagram form.
- Must be able to sit for long periods at a time (up to two hours) to perform office work.
REPORTING: This position reports to the CEO.
PRIMARY WORK LOCATION: Most duties and functions will be performed in an office environment although local travel to other CHEER locations is required to support programs and services as required in those locations.
PRIMARY WORK LOCATION: Most duties and functions will be performed in an office environment although local travel to other CHEER locations is required to support programs and services as required in those locations.
WORK HOURS: 8:00 AM – 4:30 PM M-F with 30-minute, unpaid mid-day break. Extended work hours are periodically required to support programs and activities. Must be able to work occasional evening and weekend hours.
BENEFIT ELIGIBILITY: Regular full-time eligibility includes subsidized employee health insurance and a free primary healthcare program. 403(b) Retirement Plan with company match. Paid time off (PTO), based on hours worked and years of service. 11 paid holidays. Optional coverage available: dental, vision, AFLAC insurance, short-term disability insurance, and legal shield insurance at cost.
EMPLOYMENT STATUS: Full-Time, Non-Exempt (40 hrs./week)