Experienced Front Desk Representative- Local Non Profit

We are looking for an experienced, confident, outgoing, friendly, empathetic person who thrives on multi tasking, serving others and is inspired to problem solve. One day is never the same at a non profit and you will need to be flexible with change and program updates & be a self driven learner. Responsible for a variety of tasks and responsibilities related to reception, administrative and office operations, including but not limited to: front desk reception, clerical support, data entry, interacting with clients, answering multiple phone lines, scheduling, cash handling and other related work as required. You will be under the direction of the Admin Coordinator

Front Desk Functions:

• COMMUNICATION CENTER: Answers telephone, directs calls to proper personnel, and takes/distributes messages when appropriate
• FACE OF CAC: Greets clients and guests of the agency and directs them to the appropriate person
• CALENDAR KEEPER: Schedules clients for appointments with appropriate program staff, as needed or requested by program staff
• COMMUNITY LIASON: Accepts donations (food, coats, etc., as well as monetary donations) and completes necessary paperwork & procedures
• CORRESPONDENCE : Processes all incoming and outgoing mail
• BOOKKEEPER: Maintain rent logs, food bank log, payment logs, etc.
• SAFETY & SECURITY SUPPORT : Responsible for opening and closing the office daily
• SPANISH SPEAKING differential pay

Office Assistant Functions:

• Maintains the following: all schedules for facility use, a current staff in/out list, current agency phone list, updates agency forms on an ongoing basis
• Serves as administrative support (as needed) for all agency programs
• Respond to all inquiries that arrive through CAC e-mail or by phone
• Complete data entry for specific programs upon request of Program Manager or supervisor
• Performs other duties as needed or requested by supervisor

Office Operations Functions:

• Responsible for agency-wide monthly supply order after approval by Fiscal Assistant, and for maintaining a current inventory of supplies
• Maintains copiers and postage machine, preparing month end reporting, coordination of service calls, ordering supply refills (toner, ink, etc.)
• Assist with day-to-day support of building by relaying (e-mail, work order, etc.) technical or maintenance challenges to appropriate staff
• Maintain current office operations manual with pertinent forms and documents
• Maintaining over all organization of interview rooms, lunch/break room, lobby and kitchen areas

Requirements

Knowledge Of

• Office methods, practices and procedures.
• Knowledge of business English, letter writing, grammar, punctuation, spelling and other writing skills.
• Knowledge of computer spreadsheet and word processing programs.
• Organization functions and activities of primary governmental agencies and private organizations providing health and welfare services to low-income persons and households.
• Demographic characteristics of people in poverty and barriers/problems which block their achievement.

Skills

• Operate standard office equipment; Type 50 WPM; Proficiency operating a computer
• Experienced with Word, Excel, Publisher and Access
• Speak and write effectively, i.e. write technical reports, publicity announcements, and other correspondence as needed.
• Make accurate mathematical computations
• Communicate effectively with people from various social and economic backgrounds
• Work as an effective team member with other staff within the agency
• Work well under pressure
• Has the ability to de esscalate frustrated clients
• Understand and execute oral and written instructions
• Establish and maintain cooperative relationships with those contacted in the course of work
• Analyze situations and adopt effective courses of action
• Initiate own work projects and work independently

Ability To

• Communicate effectively with people from various social and economic backgrounds
• Work as an effective team member with other staff within the agency
• Work well under pressure
• Understand and execute oral and written instructions
• Establish and maintain cooperative relationships with those contacted in the course of work
• Analyze situations and adopt effective courses of action
• Initiate own work projects and work independently

Education and Experience

• Minimum of two years of college education or equivalent of two years’ experience in a human services agency or closely related field.
• One-two years’ of responsible clerical and/or secretarial experience.
• Valid driver’s license and insurance.
• Operating vehicle or reliable means of transportation.

This job description is a general description of essential job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees of Community Action Center are expected to perform tasks as assigned by supervisory/management personnel, regardless of job title or routine job duties.

Benefits

FT position

Med/Dental/Vision first full month of employment

13 Paid Holidays

PTO & Sick time

NO COST- Life Insurance & Disabilty insurance

NO Nights or Weekends