Administrative Clerk II

Overview

AFSPA

AFSPA is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity and Affirmative Action Employer, making decisions without regard to race, color, religion, sex, sexual orientation, national origin, age, veteran status, disability, or any other protected class. A Resume is required for consideration. Applications without a resume will be automatically disqualified from consideration. Compensation for this position is in the $38,000 to $43,000 range, depending on qualifications and experience. AFSPA offers an excellent benefits package, including up to 13 vacation days, 13 sick days, and 2 personal days annually, as well as 10 paid federal holidays. All full-time employees are eligible for health, dental, and vision insurance (single and family) and life insurance starting the month following their start date. A generous 401(k) plan with employer match is also available after one year of employment. This position reports to work onsite Monday through Friday. Work is 35 hours per week, and scheduling is assigned between 7:00 AM and 7:00 PM, depending on business needs. Summary Perform receptionist/front desk tasks while operating a multi-line telephone system to answer incoming calls and direct callers to appropriate personnel or processes and distribute all AFSPA mail and packages to appropriate personnel. Greet members/vendors. Provide office-wide assistance as requested. Responsibilities Front Desk/Reception: Answer a multiple-line phone system, screen, and manage calls by routing them to the proper queue/extensions or taking messages and delivering them within our message system (voice mail, email, or Teams) if staff are unavailable. Provide callers with the company address, directions, and other general information. Maintain the reception area, keeping it clean and free of clutter. Staff the receptionist's desk during scheduled times, when other Administrative Clerk/Receptionist is absent, and in accordance with the front desk breaks. Accept and process deliveries and mail, organize them to be distributed to the correct recipients using the office mailing system, and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup. Serve as the face of the company, offering friendly and professional service to those entering the office or calling in on the phone. Greet all visitors and vendors in a courteous manner, determining the nature of their business and announcing them to appropriate personnel in a courteous and professional manner as established by AFSPA guidelines. Mail Prepare and pack all Open Season boxes and mailings. Distribute packages received through any mail or shipping service to the appropriate employee immediately. Prepare mail tracking reports and provide copies to appropriate personnel. Prepare claim boxes sent to Aetna's NC office and Conduent's Kentucky office by 3:00 PM, including FedEx tracking label. Notify the Office Coordinator I by 4:15 PM if USPS has not delivered the daily mail. Operate the receptionist's desk, including during assigned times, when the Office Coordinator I or the 2nd receptionist is absent, and in accordance with the front desk breaks. When at the front desk, deliver messages to the appropriate employee as quickly as possible; answer the telephone within three rings and route the call to the appropriate queue/employee; record and deliver messages or transfer calls to voicemails when employees are unavailable; provide callers with the organization's address, directions, and other general information. Sort and process the mail in a timely manner; greet clients, vendors and guests in a courteous and professional manner as established by AFSPA guidelines. Promptly alert staff members when a package arrives addressed to them; manage outgoing packages sent via messenger or for pickup; notify the sender if not retrieved in a timely manner. Process and incoming certified courier and pouch mail (e.g., FedEx, UPS, DHL). Assist all departments with special projects as requested, such as quarterly insurance premium invoices to members and returned mail due to bad addresses. Must be able to work during all Association business hours. Other duties as assigned. Qualifications As the first point of contact for customers and clients, must be professional, friendly, approachable, and able to handle pressure. Must maintain the confidentiality of sensitive information. Excellent verbal and written communication skills and active listening. Customer-focused and provide exceptional customer service. Organized, resourceful, proactive when issues arise; strong attention to detail and ability to multitask and prioritize. Ability to work independently. Education/Experience High school diploma/general education degree (GED) At least one year of training or experience in customer service and office work Work Location The following are work locations that AFSPA utilizes: New Carrollton, Maryland Satellite Office; Washington, DC Headquarters; and hybrid remote. AFSPA does not have any fully remote positions. Work location will be assigned and/or changed based upon business need and at Management's sole discretion. #J-18808-Ljbffr AFSPA