Receptionist

Skills: dministrative Support, Customer Service, Data Entry, Microsoft Word, Microsoft Excel, Captiva, Document Management, Records Management, Filing, Mail Processing, Office Equipment, Report Preparation, Data Entry, Scheduling, Inventory Management, Telephone Support, Email Communication, Quality Control, Record Keeping, Organization, Time Management, Attention to Detail, and Teamwork.

We are seeking a dependable and organized Administrative Assistant / Office Support Specialist to provide front-office, clerical, records management, data entry, and administrative support. The ideal candidate will have strong communication skills, attention to detail, and the ability to work accurately in a fast-paced, customer-facing environment.

Key Responsibilities

• Greet and assist members and visitors according to established procedures.
• Answer telephone calls, provide routine information, and redirect calls as appropriate.
• Receive, open, date-stamp, sort, and distribute incoming mail, packages, and messages.
• Prepare standardized forms, correspondence, letters, spreadsheets, charts, lists, and memoranda.
• Review applications, forms, documents, and correspondence for accuracy and completeness.
• File and retrieve records using established classification and filing procedures.
• Scan and index documents using the Captiva document management system .
• Retrieve information from computer systems and respond to routine inquiries.
• Perform data entry and maintain accurate logs, records, spreadsheets, and databases.
• Maintain daily activity and workflow logs for assigned tasks.
• Operate standard office equipment, including computers, printers, copiers, fax machines, postage equipment, telephones, and shredders.
• Provide basic guidance to staff on the use of standard office equipment.
• Maintain office supply inventory and assist with ordering supplies.
• Prepare and submit supply requisitions as needed.
• Compile information and data for office and agency reports.
• Communicate with internal and external contacts through email and other communication systems.
• Coordinate schedules, breaks, lunches, leave coverage, and duty assignments to maintain adequate office coverage.
• Assist with production schedules, quality control procedures, performance standards, and workflow processes.
• Maintain confidentiality and handle sensitive records appropriately.
• Work collaboratively with team members and share responsibility for assigned tasks.
• Perform other administrative and clerical duties as assigned.

Required Qualifications

• Minimum of 3 years of full-time or equivalent part-time office/administrative experience , or an equivalent combination of education and experience.
• Strong computer skills with working knowledge of Microsoft Word and Excel .
• Ability to read, write, and comprehend English effectively.
• Strong grammar, spelling, punctuation, and written communication skills.
• Ability to follow written and verbal instructions.
• Strong attention to detail and accuracy when working with names, numbers, codes, and records.
• Knowledge of general office practices, correspondence, filing, record keeping, and office equipment.
• Strong verbal communication and interpersonal skills.
• Ability to establish and maintain positive working relationships.
• Ability to work effectively in a fast-paced, front-facing environment.
• Strong organizational and time-management skills.
• Ability to exercise sound judgment and handle routine issues professionally.
• Ability to lift and move up to 35 pounds .

Preferred Qualifications

• High school diploma, GED, or equivalent.
• Commercial/business or vocational/technical education.
• Business or secretarial school training.
• Experience working in a government, public-sector, benefits, social services, or similarly regulated office environment.
• Experience with document scanning and electronic records management systems.
• Experience with Captiva or similar document management platforms.