POSITION SUMMARY

This position is responsible for greeting visitors to the facility, managing incoming phone calls, performing general office duties and supporting the administrative and program staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential functions include but are not limited to the following:

• Greet and assist visitors to the facility including coordinating with appropriate staff as necessary
• Manage the office phone line including answering incoming calls and directing them to appropriate staff
• Manage faxes, outgoing mail, interoffice mail and confidential documents to appropriate staff or departments
• Sort and distribute incoming mail specific to the facility, staff and program correspondence
• Manage office equipment including printers, fax and postage machine
• Maintain office supply inventory and manage office supply orders for facility staff
• Manage, update and distribute an accurate contact list for facility staff
• Manage employee badges/key cards including creating new badges and adjusting access
• Maintain calendars and scheduling for meeting and event space including conference rooms and class rooms
• Assist and support the Executive Director in scheduling and organizing monthly staff training meetings
• Assist and support the Executive Director and administrative staff as needed
• Assist the Executive Director with correspondence to the Board of Directors including scheduling Board meetings, sending reminders, recording meeting minutes and preparing meeting materials

SKILLS

• Excellent written/oral/interpersonal communication skills
• Precise attention to detail
• Ability to maintain confidentiality of information, people and processes
• Comfortable communicating with individuals with a diversity of backgrounds, income levels, and influence
• Organized with strong time management skills

QUALIFICATIONS / REQUIREMENTS

• High School Diploma or Equivalency required/ Bachelor's Degree preferred
• Some experience as a receptionist or personal assistant preferred
• Working knowledge in Microsoft Office (especially Outlook, Excel and Word)
• Must be able to spend extended periods of time on your feet (walking, standing)
• Ability to project a professional image
• Must be able to lift 50lbs. on occasion
• Valid Driver's License required