Front Desk/Administrative Assistant

Job Description

Benefits:

Paid Sick Leave

Health insurance

Front Desk Receptionist/Administrative Assistant Job Description

*Reports to the Executive Director or assignee in his absence

Job Responsibilities:

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 manufacturers instructions for main phone and console operation.

Keeps a safe and clean reception area by complying with procedures, rules, and regulations.

Organize and schedule meetings and appointments for the Executive Director.

Maintain 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 Excel spreadsheet and emailing to HR Consultant on a weekly basis.

Checking references for potential new hires.

Distribute and collect medical insurance enrollment form to eligible employees and work with HR Consultant to enroll the employee.

Distribute new hire paperwork and collect documents from employees including I-9 documents and keep track of expiration dates. Filing completed I-9 form in the I-9 binder.

Produce and distribute correspondence memos, letters, faxes and forms for Executive Directors review and/or signature.

Assist in the preparation of regularly scheduled reports.

Develop and maintain a computer and filing system for employee files, etc.

Order and pick up food/food supplies for staff meetings, etc.

Research and creates presentations for the Executive Director and others as needed.

Handle multiple projects given by the Executive Director.

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

Maintain supplies inventory by checking stock to determine inventory level by anticipating needed supplies; placing and expediting orders for supplies etc., and verifying receipt of supplies.

Contribute to team effort by completing tasks such as putting together binders.

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Handle sensitive information in a confidential manner.

Develop and update administrative systems to make them more efficient. Resolve administrative problems in timely manner.

Receive, sort and distribute the mail on daily basis.

Collect timesheets from employees and provide to the Program Manager.

Photocopy and print out documents on behalf of other colleagues once Executive Director gives approval.

Perform other duties as needed and directed by the Executive Director. Requirements:

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

Full-time