Receptionist/Administrative Assistant

Job Description

Job Description

TITLE: Receptionist/Administrative Assistant

REPORTS TO: Human Resource Manager

FLSA STATUS: Non-Exempt

EMPLOYMENT STATUS: Full Time

POSITION PURPOSE

The primary purpose of this position is to manage the front desk daily and to perform a variety of administrative and clerical tasks. 

ESSENTIAL JOB DUTIES

• Manage front desk, welcome visitors, direct visitors to appropriate person/office
• Manage calendar for CEO
• Ensure reception area is tidy and presentable, with all necessary stationery and materials. 
• Answers and routes all phone calls to the proper staff
• Receive and log tenant payments, provide receipts and distribute to appropriate staff
• Provide basic and accurate information in person and via phone or email
• Send, receive and deliver correspondence to the proper staff.
• Receive, sort and distribute daily mail/deliveries
• Create employee ID badges
• Maintain postage system for mailings to include preparing postage for outgoing mail.
• Prepare bulk mailings for departments as needed.
• Perform other clerical receptionist duties such as filing, photocopying and scanning 
• Create and distribute MVHO Board and Committee Schedules
• Prepare MVHO Board packets/mailings and arrange for Board hospitality (delivery, set up and clean up)
• Prepare correspondence for Board members as requested

• Receive and transfer package deliveries

• Order office supplies and keep inventory of stock for all departments with supervisor’s approval
• Works with all departments to maintain continuity among work teams
• Maintain Human Resource employee personnel files via scanning documents to online system.
• Maintain copy counts
• Other duties as assigned

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

High school diploma or general education degree (GED) is required; additional certification in office management is preferred; multi-tasking, organizational and time management skills with the ability to prioritize tasks are a must.

SUPERVISORY RESPONSIBILITIES

No Supervisory Responsibilities 

CORE COMPETENCIES 

For successful company culture integration, all employees must demonstrate the following competencies;

Communication - Speaks clearly and persuasively in positive or negative situations; Demonstrates group presentation skills; Writes clearly and informatively; Varies writing style to meet needs.

Customer Service - Displays courtesy and sensitivity; Manages difficult or emotional customer situations; Meets commitments; Responds promptly to customer needs and solicits customer feedback to improve service.

Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Planning/Organization - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Associate’s degree required, Bachelors preferred in Mental Health, Social Work, or related area. Minimum 1-year previous experience preferred in case management, social service, housing service, or related area. Familiarity with state and local mental health service community preferred. Must have reliable personal transportation and auto insurance.

LANGUAGE SKILLS 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS 

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. 

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER SKILLS 

To perform this job successfully, an individual should have demonstrated above-average working abilities of Microsoft Office Suite

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.