Front DeskAdministrative Assistant

Benefits:

Paid Sick Leave

Health insurance

Front Desk Receptionist/Administrative Assistant Job Description

*Reports to the Executive Director or assignee in his absence

Job Responsibilities: • Serves visitors by greeting, welcoming, and directing them appropriately. • Answers main phone promptly and in a professional manner, taking messages and passing them to the appropriate person. • Notifies company personnel of visitor arrival. • Maintains security and telecommunications system. • Informs visitors by answering or referring inquiries. • Directs visitors by maintaining employee and department directories. • Maintains security by following procedures, monitoring logbook, and following COVID-19 office protocols. • Operates telecommunication system by following manufacturer’s instructions for main phone and console operation. • Keeps a safe and clean reception area by complying with procedures, rules, and regulations. • Organize and schedule meetings and appointments for the Executive Director. • Maintain applicant log from application to start date by collecting certifications, background check forms/money order, personal contact information, start date, etc. and entering this information in Excel spreadsheet and emailing to HR Consultant on a weekly basis. • Checking references for potential new hires. • Distribute and collect medical insurance enrollment form to eligible employees and work with HR Consultant to enroll the employee. • Distribute new hire paperwork and collect documents from employees including I-9 documents’ and keep track of expiration dates. Filing completed I-9 form in the I-9 binder. • Produce and distribute correspondence memos, letters, faxes and forms for Executive Director’s review and/or signature. • Assist in the preparation of regularly scheduled reports. • Develop and maintain a computer and filing system for employee files, etc. • Order and pick up food/food supplies for staff meetings, etc. • Research and creates presentations for the Executive Director and others as needed. • Handle multiple projects given by the Executive Director. • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. • Maintain supplies inventory by checking stock to determine inventory level by anticipating needed supplies; placing and expediting orders for supplies etc., and verifying receipt of supplies. • Contribute to team effort by completing tasks such as putting together binders. • Carry out administrative duties such as filing, typing, copying, binding, scanning etc. • Handle sensitive information in a confidential manner. • Develop and update administrative systems to make them more efficient. • Resolve administrative problems in timely manner. • Receive, sort and distribute the mail on daily basis. • Collect timesheets from employees and provide to the Program Manager. • Photocopy and print out documents on behalf of other colleagues once Executive Director gives approval. • Perform other duties as needed and directed by the Executive Director. Requirements: • Proven admin or assistant experience • Knowledge of office management systems and procedures • Excellent time management skills and ability to multi-task and prioritize work • Attention to detail and problem solving skills • Excellent written and verbal communication skills • Strong organizational and planning skills • Proficient in MS Office • At least 1-2 years of experience in the field or in a related area • High school diploma or equivalent; college degree preferred