Administrative Assistant

Administrative Assistant  (Contract to Hire)

Essential Duties & Responsibilities: 

• Greet and welcome employees and guests with prompt and courteous service.
• Proactively direct guests to appropriate person and/or office.
• Answer, screen and forward incoming phone calls.
• Ensure all lobby spaces are tidy and presentable, with all necessary materials stocked and all elements in working order; write service requests for any needed maintenance of educational or other elements to keep lobby clean and in proper working order.
• Receive, sort and distribute daily mail/deliveries.
• Maintain organization security by following safety procedures and controlling access via the reception.
• Order office supplies for mail room and lobby areas and keep inventory of stock.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
• Maintain a professional appearance and work area.
• Handle lunch deliveries and locating recipient of delivery.

• Proactively serves internal customers with high quality administrative support.
• Actively promotes safe behaviors and health awareness at all times in the execution of daily tasks.
• Performs other duties as assigned or required.

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

Education and/or Experience:

• Associates degree in business or similar field preferred.
• Three (3) years of proven work experience as a receptionist, front office representative or similar role; work in the public sector desired.
• Office management certification a plus.

Requirements:

• Principles of excellent internal and external customer service.

• Professional attitude and appearance.
• Excellent professional telephone technique.
• Maintain a friendly and positive attitude when interacting with customers, guests, and other employees.
• Solid written and verbal communication skills.
• Excellent organizational skills.
• Multi-tasking and time management skills, with ability to prioritize tasks.
• Fluent in Spanish, desired.
• Quick learner.
• Enthusiastic and personable.
• Experienced in Microsoft Office Suite.
• Follow established administrative policies and procedures.
• Ability to be resourceful and proactive when issues arise.
• With supervision, can establish and document administrative processes for others to follow.

• Establish and maintain effective working relationships both within and outside the organization.