Provide front desk coverage, greet and direct visitors and provide routine information on work unit services, policies and procedures; conduct administrative onboarding of new employees; answer phones, screen calls, respond to inquires or refer callers to appropriate contacts; maintain security and confidentiality.
Schedule meetings and reserve conference rooms; schedule appointments and maintain calendars for supervisor and other staff as appropriate.
Draft routine correspondence, standard forms and templates; format documents in word processing and presentation software; proofread and ensure proper grammar, spelling and punctuation.
Compile and summarize data and reports from automated systems, databases and spreadsheets.
Maintain, inventory, order, and distribute supplies.
Process customer service reqiests; review for completeness and enter data in client information system; maintain program information, equipment, vendor and other files.
Open, sort, and distribute incoming mail and faxes; format, assemble and distribute information packets for internal and external customers.
Initiate repairs of office equipment and maintain record of repairs performed.
Take notes at staff and other meetings; transcribe statements and meeting proceedings using digital transcription equipment; ensure transcriptions are complete and accurate.
Perform other duties as assigned.
EXPERIENCE, QUALIFICATIONS, KNOWLEDGE, SKILLS:
One year of experience as a receptionist, front desk person, and/or providing general office support is required. Front desk and receptionist experience is preferred.
Knowledge of general office principles, practices, methods and standard equipment
Knowledge of basic bookkeeping and recordkeeping procedures
Knowledge of and proficiency in fundamental mathematics
Knowledge of effective business communications including proper English usage, grammar, punctuation, spelling and proofreading
Communication skills
Interpersonal skills
Customer service skills
Work planning, organizational and time management skills
Skill in following oral and written instructions and following through on assignments in a timely manner
Skill in compiling, tabulating, summarizing and presenting data in varying formats
Skill in maintaining data integrity and accuracy
Skill in maintaining automated and manual recordkeeping systems and office supply inventories
Skill in the operation of multiline telephone systems in a high- traffic environment
Skill in keyboarding and associated safety practices
Skill in establishing and maintaining effective working relationships
Skill in working with a variety of individuals from diverse backgrounds
Skill in use of automated information systems, personal computers, word processing, spreadsheet, database management, presentation and similar software applications
