The
Receptionist - Admin will be responsible for
overseeing and managing all office
procedures and other tasks as assigned.
Job
Description:
The
Receptionist - Admin will perform
all or some of the following Job
description:
Oversee
all aspects of general office
coordination
Maintain
office calendar to coordinate work flow
and meetings
Maintain
confidentiality in all aspects of
client, staff and agency information
Monitor
and assist with maintenance of the
organization’s website
Interact
with clients, vendors and visitors
Answer
telephones and transfer to appropriate
staff member
Open,
sort and distribute incoming
correspondence, including faxes and
email
Sign for
and distribute UPS/FedEx or similarly
delivered packages
Prepare
responses to correspondence containing
routine inquiries
Perform
general clerical duties to include, but
not limited to, bookkeeping, copying,
faxing, mailing and filing
File and
retrieve organizational documents,
records and reports
Coordinate and maintain records for
staff, office space, telephones,
parking, and company debit card and
office keys
Coordinate and direct office services,
such as records, budget preparation,
personnel and housekeeping
Create
and modify documents such as invoices,
reports, memos, letters and financial
statements using word processing,
spreadsheet, database and/or other
presentation software such as Microsoft
Office, QuickBooks or other programs
May
conduct research, compile data and
prepare papers for consideration and
presentation to the Executive Director,
staff and Board of Directors
Set up
and coordinate meetings and conferences
Prepare
agendas and make arrangements for
committee, Board or other meetings
Interact
with the organization’s Board of
Directors
Compile,
transcribe and distribute minutes of
meetings
Make
travel arrangements for staff, board and
volunteers
Collect
and maintain inventory of office
equipment and supplies
Research,
price and purchase office furniture,
equipment and supplies
Arrange
for the repair and maintenance of office
equipment
Support
staff in assigned project-based work
May
supervise volunteers and other support
personnel
Assist in
special events, such as fundraising
activities and the annual meeting
Assist
with overall maintenance of the
organization and its offices.
Good
writing, analytical and
problem-solving skills
Knowledge of principles and
practices of organization, planning,
records management and general
administration
Ability to communicate effectively
Ability to operate standard office
equipment, including but not limited
to, computers, telephone systems,
typewriters, calculators, copiers
and facsimile machines
Ability to follow oral and written
instructions
1 - 3
years experience in general office
responsibilities and procedures
Knowledge of principles and
practices of basic office management
and organization
Knowledge of the basic principles
and practices of bookkeeping
Ability to work well either alone or
as part of a team
