Receptionist/ Administrative Assistant

Job Description

Job Description

Hiring Bonus Available! 

PLUS...

Earn up to four weeks of paid time off during your first year of employment.

Please note that applicants must be located in Alaska to be eligible for an interview for this position.

SUMMARY OF JOB FUNCTIONS:

Serves as the first point of contact for The Arc of Anchorage by answering incoming calls, responding to general inquiries, and directing callers and visitors to the appropriate staff or department. Provides a welcoming and professional experience for applicants, employees, clients, visitors, and community members by determining their needs and providing appropriate assistance or direction. Provides general administrative and clerical support, including data entry, filing, scheduling, document preparation, and processing incoming and outgoing mail and packages. Maintains a clean, organized, and welcoming reception area while monitoring office supplies and equipment. Communicates and coordinates with vendors, service providers, and community partners as assigned. Schedules Pick-Up Services appointments and coordinates appointment information with the appropriate program staff. Supports new-hire onboarding activities by welcoming new employees, providing directions and information, and assisting with administrative onboarding tasks. Provides administrative support to Human Resources, Development, agency events, and special projects as assigned.

QUALIFICATIONS:

 

Education and Experience

• Required:
  • High school diploma or GED equivalent
  • Minimum of 6 months of customer service experience
• Preferred:
  • Experience operating a multi-line telephone system

Communication Skills

• Communicates clearly and professionally, both verbally and in writing, with employees, applicants, clients, visitors, vendors, and community members.
• Provides courteous, respectful, and effective customer service while interacting with individuals with diverse needs and backgrounds.
• Preferred: Ability to communicate using American Sign Language (ASL)

Technical Equipment & Tools

• Ability to operate standard office equipment and technology, including:
  • Multi-line telephone system
  • Computers and standard office software
  • Copier/scanner
  • Postage equipment
  • Other office equipment used in the reception area

Certifications and Clearances

• Must pass a background check and TB screening
• Required within 30 days of hire :
  • First Aid and CPR certification
  • Non-violent Crisis Intervention training (Day 1 only)

Technology Skills

• Working knowledge of Microsoft 365 applications and the ability to learn agency systems and technology used for communication, scheduling, and administrative work.
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft Power Point
  • Microsoft Teams and other agency-approved systems

Job Functions

Essential Responsibilities:

• Answers and directs incoming calls using a multi-line telephone system; provides general information, screens calls, takes accurate messages, and transfers calls or routes them to voicemail as appropriate.
• Welcomes visitors, applicants, employees, clients, and community members in a professional and courteous manner; determines the purpose of the visit and directs or assists them appropriately.
• Supports Human Resources by greeting job applicants, assisting with the application and onboarding process, and responding to routine inquiries regarding job openings and application status.
• Maintains records, files, logs, directories, and other administrative information accurately and in accordance with confidentiality requirements.
• Sorts and distributes incoming mail and deliveries; prepares and processes outgoing mail and packages.
• Coordinates scheduling and reservations for agency conference rooms and assists with other scheduling needs as assigned.
• Operates standard office technology and equipment, including computers, copier/scanner, postage equipment, and the multi-line telephone system.
• Maintains reception and common administrative areas in a professional, organized manner and ensures necessary supplies are available.
• Organizes daily work, adjusts priorities as needs change, and provides support to staff and departments when reception duties allow.
• Follows established agency procedures and completes assigned work accurately and on time.
• Handles employee, applicant, client, and organizational information with appropriate confidentiality and discretion.
• Handles routine reception and administrative matters independently and brings unusual situations or concerns to the appropriate supervisor.
• Remains professional, helpful, and accurate while managing frequent interruptions and changing priorities.
• Provides guidance and hands-on training to Relief Receptionist(s) and other reception coverage staff as assigned.
• Assists with Development projects and activities, including preparation of materials, mailings, donor or community outreach support, and other administrative tasks as assigned.
• Assists with agency events, including preparation, scheduling, communications, materials, set-up, logistical coordination, and other event-related projects as assigned.
• Schedules Pick-Up Services appointments, communicates relevant appointment information, and coordinates with the appropriate program staff to support timely pick-ups.
• Provides additional administrative support and assists with projects as needed.

 

 

The Arc of Anchorage is an Equal Employment Opportunity Employer

Monday - Friday
8:00 AM - 5:00 PM