Receptionist\Office Manager

Job Description

Job Description

General Functions:
The employee in this classification shall report to the Sr. Executive Coordinator to the President/CEO. The responsibilities are clerical in function with the coordination of but not limited to the following: providing continuous telephone coverage during office hours, to process incoming and outgoing mail, receiving and directing visitors and handling basic office tasks.

Scope of Duties:
1. Interact verbally and nonverbally with all clients, staff, and outside contacts professionally with respect and courtesy.
2. Maintain client and staff confidentiality in compliance with administrative policies and procedures.
3. Attend and organize regularly scheduled staff meetings, supervisory conferences, training sessions and meetings as required.
4. Answer and route telephone calls to the appropriate department or administrative staff, Warm transfer when appropriate if not applicable take and distribute message. Greet all visitors in a pleasant and professional manner.
5. Maintain and distribute in-coming and out-going mail. Date stamp as it arrives and place in the appropriate department mailbox
6. Take inventory of office supplies, maintaining all supply closets in an orderly manner Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
7. Protect employees and visitors by maintaining a safe and clean building.
8. Direct potential donors (with exception of real estate, monetary, vehicle donation, or other sources of relevance) as directed.
9. Ensure proper training, maintenance and use of office equipment (i.e., phone system computers, printers, postage meter, etc.).
10. Facilitate the Administrative Staff meetings held monthly.
11. Assist Administration staff with all clerical functions as deemed necessary, including assisting HR with processing paperwork and onboarding tasks.

12. Responsible for the, setup, clean up and up-keep of both the Camden and Collingswood Board Room whenever utilized for the purposes of Board and Committee meetings. Assure that room is supplied with necessary staples.
13. Maintain office efficiency by planning and implementing office system layout and equipment/furniture procurement when deemed appropriate.
14. Report concerns of Janitorial Service to vendor ensuring the that health and safety of the offices is maintained at all times.

15. Maintain filing system of all documents relative to this position.
16. Maintain office cleanliness (i.e., receptionist area and supply closet). Ensure that no boxes/packages are left in areas that can be safety hazardous.
17. Assist in the preparation of memorandum, reports, and letters needed by the administrative staff as assigned by the Executive Coordinator to the President/CEO.
18. Assist all departments when needed which may include but not be limited to filing of all data, forms and correspondence. Perform these functions while maintaining coverage at the Receptionist desk.

19. Coordinate meetings, conference calls or virtual meetings as assigned by Office of the CEO, COO or other Executive Team members. Prepare agenda and supplemental documentation for distribution, take minutes if necessary.

20. Assist Sr. Executive Coordinator in the preparation for Board Meetings – gather necessary board reports, create board packets and take minutes.

21. Organize Annual Holiday luncheons and employee engagement activities.

22. Assist the Sr. Executive Coordinator in competing weekly expense reports and monthly expense reports for the CEO.

23 Assist the Sr. Executive Coordinator in updating the Board manual as necessary.

24. Assist Executive Coordinator in updating National Charter site as needed and ensuring deadlines are met.

25. Assist the Office of the CEO with check requests for various fundraising events, donations, etc.

26. Other duties as assigned by the Office of the CEO or office of the COO.

ADA Essential Functions:
1. Occasionally required to smell, stoop.
2. Regularly required to use hands to handle or feel.
3. Frequently required to reach.
4. Regularly required to stand, walk, sit, talk and hear.
5. Occasionally required to lift and move up to 25 lbs.
6. Regularly required to lift and move up to 10 lbs.
7. Ability to observe an area that can be seen up and down or to the left and right while eyes remain on a given point.
8. Ability to see clearly at 20 inches or less.
9. Ability to see clearly at 20 feet or more.
10. Ability to identify or distinguish colors.

Credentials/Abilities:
Employee in this position must have a minimum of high school diploma or a GED. Previous work experience in human services preferred but not essential. Additional skills required include effective written and verbal communication skills and ability to interact appropriately with clientele. Knowledge of Microsoft Office Suite (Word, Excel), PowerPoint, Excel and basic office equipment.

EEO of "Individuals with Disabilities" and "Veteran Status"/AA