Job Description
Job Description
Receptionist/Front Office Assistant
Position Description
POSITION SUMMARY:
The Receptionist is a key member for the overall operational recordkeeping and managerial support of the Facing Hunger Foodbank. The Receptionist works with various departments in completing mail handling; front office coverage; as well as ongoing file management, support of Accounts Receivable and Accounts Payable files, and documentation review. This position may also work in collaboration with the Staff Accountant, COO, Director of Development, and HR Manager.
KEY DUTIES AND RESPONSIBILITIES:
1. Creates a welcoming environment by greeting guests, answering phone calls, directing visitors, and taking messages for employees
2. Takes customer complaints or issues them on to the appropriate parties
3. Creates and distributes company memos through email, letters, or telephone calls
4. Familiarizes self with the calendar of company activities
5. Coordinates the booking and setting up of meeting rooms
6. Coordinates the booking of company cars for employees
7. Organizes and files company documents either electronically or with a paper filing system
8. Provides support for team when necessary
9. Time management skills to be able to prioritize activities, especially when there is a high volume of tasks
10. Attention to detail to ensure that all company memos are free of any errors
11. Communication skills to be able to communicate with internal team members or clients and understand their needs
12. Strong organizational skills to keep multiple calendars organized
13. Administrative skills to be able to use basic computer programs including Microsoft Office, Donor Perfect, company software (CERES)
14. Flexibility to be able to move between activities and duties quickly if priorities change
15. Works with Office Administrator maintaining an organized filing system of paper and electronic documents.
16. Assists the Staff Accountant, as needed, to support day-to-day activities
17. Assists various departments with mail handling and routing of memos, letters, and other correspondence, as directed
REPORTS TO:
Chief Operating Officer
KNOWLEDGE, SKILLS AND ABILITIES:
· Must embrace the Mission of the Foodbank;
· Must have the ability to interact effectively and professionally with the CEO, the COO, other Foodbank staff, volunteers, vendors, clients and guests;
· Must exhibit excellent customer service skills;
· Must have the ability to work on multiple projects at one time;
· Must have the ability to work autonomously as well as part of a team;
· Must possess excellent data entry skills with attention to accuracy and detail;
· Must be able to adhere to strict deadlines;
· Must have the ability to compose routine correspondence and format documents on word processing systems;
· Must possess knowledge of modern office practices, procedures, equipment, and standard clerical techniques;
· Must have the ability to use multiple software applications (MS Office Suite, Adobe Acrobat, etc.) and organize substantial information in multiple media formats;
· Must have the ability to concentrate or focus with frequent interruptions in shared workplace;
· Must have the ability to handle confidential information and matters in a discrete and professional manner;
· Must have the ability to excel in a fast-paced environment; and
· Must have the ability to maintain a level of professionalism, promoting the Facing Hunger Foodbank’s community spirit and mission.
EDUCATION AND EXPERIENCE REQUIREMENTS:
· High School Diploma minimum, Information Technology and/or Accounting preferred
· One year’s experience in Accounts Payable/Receivable or related area
· Proficiency in MS Word, Excel and Adobe Acrobat required
SPECIAL REQUIREMENTS:
· Must successfully pass a pre-employment background check and drug screen
· Must obtain Food Handlers Card within 2 months of starting in position
TOOLS AND EQUIPMENT USED:
: telephone, calculator, computer, copy machine, scanner, and fax machine.
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 accommodations may be made to enable individuals with disabilities to perform the essential functions. Facing Hunger Foodbank reserves the right to determine reasonable accommodations.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel, manipulate, or operate objects; and, to reach forward, back, sideways, and up with both hands and arms. The employee is frequently required to sit, stand, bend, kneel, climb, walk, talk, and hear/listen.
The employee, from time to time, may lift and/or move objects weighing up to 45 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, peripheral vision, and the 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 accommodations may be made to enable individuals with disabilities to perform the essential functions. Facing Hunger Foodbank reserves the right to determine reasonable accommodations.
The work environment is indoor, generally, in an office setting, which may include shared space and stairs. Normally, within the office setting, there are no extremes in temperature and the noise level in the work environment is moderately quiet. Lighting includes artificial and natural light. The employee in this position may be required to enter and assist in other areas of the physical plant, where noise may be loud, temperatures reach extremes, and dust/fumes from propane-fueled equipment may be present. Travel outside the office/physical plant is required for conferences, trainings or meetings, as the need arises.
SALARY/BENEFITS:
$14/hr
Vacation Leave
Sick Leave
Health Insurance
Dental
Vision
3% Retirement Matching
DISCLAIMER:
The above statements are intended only as illustrations to describe the general nature, duties, and level of work that may be performed. They are not be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
This job description does not constitute an employment contract between the Facing Hunger Foodbank and the employee and is subject to change by the Facing Hunger Foodbank, as the need arises.