Front Desk Receptionist/ Administrative Assistant

Description

Position Title: Receptionist/ Property Administrative Assistant

Status: Temporary, Hourly

Compensation: $29.00 per hour

Reports to: Divisional Property Director

Department: DHQ Property

Temporary Front Desk Receptionist/ Administrative Assistant (3-Month Assignment)

This is a temporary, full-time Front Desk Receptionist/ Adminstrative Assitant position anticipated to last approximately three (3) months or until the job is filled.

The Salvation Army is an inspiring place to work. With offices in every major US city and over 120 countries around the globe, it's a place where people can invest in people on every level. In the Northwest region of the US, we serve people with food to shelter opportunities and almost everything in between. We are committed to being an efficient and effective network of local offices that make up a huge western region team. In other words, we're committed to being big and small at the same time. That makes us a seriously great place to work. As one of the most impactful social service organizations in the world, we hire people who constantly seek new ways to keep us moving forward. We welcome you on finding your place to offer opportunities for people in need!

The Administrative Assistant is responsible for providing administrative support to the General Secretary for Business (GSB). A successful candidate for this role thinks critically, is a self starter, great with competing deadlines, and offers solutions to administrative opportunities with a high level of professionalism and confidentiality. Duties include prioritizing correspondence and phone calls, collection and sorting of documents for meetings, filing and records management, as well as travel coordination.

As the Front Desk Receptionist, you are the main point of contact for all incoming phone calls, deliveries, and visitors. Additionally, you will oversee the mail room and supply inventory for the building. Organization is key to successfully perform the duties assigned to this role, and must be comfortable with delivering exceptional customer service when greeting visitors or assisting callers.

Essential Duties and Responsibilities:

• Complete a broad variety of administrative tasks that facilitate the GSB's ability to effectively lead the division, including assisting with special projects, designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Provide sophisticated calendar management for the GSB.
• Prioritize inquiries and requests; make judgments and recommendations to ensure smooth day-to-day engagements
• Serve as the primary internal and external constituencies on all matters pertaining to the GSB, including those of a highly confidential or crucial nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect the GSB's style and organization policy.
• Act as a liaison and provide support to various leadership meetings. Arrange and handle all logistics for assigned meetings and events: schedule meetings, draft agendas, develop, compile, and distribute presentation materials; and record meeting minutes.
• Manage incoming phone calls, and voice The switchboard is to be opened promptly at 8:15 a.m. and placed on phone mail no later than 4:15 p.m. Distribute morning phone messages to appropriate department or individual.
• Greet and discreetly screen visitors prior to going to appointments or traveling throughout the building. Notify the Administrative Assistant of the corresponding department when appointments have arrived.
• Open and sort daily mail, except for packages and confidential items, to corresponding department. Prepare and ship UPS parcels, and bulk mailing when needed for various department, as directed.
• Keep current on community resources available to individuals calling for Disperse infonnation in a direct, business-like manner.
• Oversee inventory supply for GSB Issue supplies to departments and record for monthly departmental billings.

Miscellaneous Duties:

• Prepare coffee and refreshments for special meetings as cleared through the GSB, such as the weekly Command Finance Council meeting, and other events. Ensure that meeting and event areas and supplies are planned, set up, and cleaned after
• Work on special projects for various departments as assigned and approved by the immediate supervisor.

Experience:

• High School diploma; BA or AA degree
• Minimum 5 years of experience in one or more of the following fields: administrative assistance, secretarial, business, or office
• Experience in a non-profit organization or human and social services is a plus.

Qualifications:

• Must be detail-oriented in all areas of mail procedures, supply ordering, receptionist, and administrative duties
• Ability to lift twenty-five (25) pounds
• Basic knowledge of the U.S. Postal system
• Able to operate computerized postage machines and intermediate experience using Microsoft Office Suite and Outlook
• Able to deal with flexibility in daily assignments
• Able to maintain a professional attitude when dealing with internal and external customers.

The information in this job description indicates the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management.

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the Gospel of Jesus Christ and to meet human needs in His name without discrimination.

Working Conditions:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomfort associated without noise, dust, dirt and similar.

Work Schedule / Location :

Monday through Friday / In-person at Northwest Division headquarters in Seattle, WA.

The Salvation Army reserves the right to reassign, review the job or to require that different or additional tasks be performed based on the organization's need or when circumstances change.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

Equal Employment Opportunity; Women/Individuals with Disabilities/Minorities/Veterans