| Job Information |
POSITION SUMMARY: The Administrative Assistant/Receptionist position is a part time position leading to potentially full time. This individual will be responsible for performing all general administrative duties associated with supporting the Executive Director and Director of HR and Programs, as well as manage the front office with the primary objective of helping the organization be effective.
JOB RESPONSIBILITIES:Provide administrative support by maintaining calendars, respond and redirect phone calls and correspondence, organizing meetings, etc. Must be proficient at managing multiple schedules, calendars and itineraries with thoroughness and accuracy.
General Reception includes:
- Maintain subcontractor and visitor safety information
- Greeting incoming traffic
- Maintain Board Room booking calendar
- Update reception dry erase calendar on a monthly basis
- Maintain in/out board…update accordingly
- Sign for incoming packages
- Arrange courier services upon request
- Answering phones and directing callers
- Attend staff meetings, take minutes, and process documents
Processing Correspondence
- General Mail
- Emails
- Faxes
Manage Office Equipment
- Photocopier, Fax Machines, Phones, etc.
Payroll Support
- Time sheet collection
- Bi-weekly compilation of Client Dev. Time slips
- Organize documents for authorization
- Distribute employee pay invoices
Data Entry & Word Processing
- Staff meeting minutes
- Maintain database of customer and vendor lists
- Maintain and update client file closure information database
- Archive material according to standards in place
- Maintain supply of information brochures
- Miscellaneous word processing
JOB INFORMATION: This company requires an organized individual to manage the front office and be able to work independently. Although the responsibilities are general and routine, creativity and ingenuity is certainly welcome.
QUALIFICATIONS:
- High School Diploma or equivalent required. Associates Degree an asset
- 3-5 years of clerical experience.
- Must be self-motivated and complete assignments/projects without being instructed to do so.
- Must have the ability to multitask.
- Must be flexible to last minute changes/directions in a fast paced environment.
- Must be a quick learner and able to anticipate situations and managements needs.
- Strong organizational, prioritization skills; attention to detail
- Strong communication skills; written and verbal
- Excellent interpersonal skills
- Excellent computer skills (Windows environment, including full MS Office Suite – Word, Outlook, Access, Excel, and Power Point)
- Book keeping skills
- Ability to work in a team environment and maintain a pleasant disposition
- Ability to be proactive, handle simultaneous projects, work independently
- Ability to handle highly sensitive and confidential information
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