Administrative Receptionist

SCOPE OF POSITION:
Responsible for handling reception duties and various departmental support and clerical duties, which include: answering and routing incoming calls, greeting and directing visitors, accepting deliveries, word document processing and other administrative tasks. Also, serve as a back up to the Executive Coordinator/Corporate Secretary. Support the organization’s mission, vision, and values by exhibiting the following behaviors: Honesty, Excellence Accountability, Respect and Teamwork

ESSENTIAL JOB FUNCTIONS:
1. Perform requisite phone support:
a. Answer incoming telephone calls and route to proper staff or department.
b. Maintain process and procedures manual for assigned area.
c. Work with manager to arrange coverage for lunch breaks and if scheduled to be out of the office.
d. Greet, assist, and direct all visitors, vendors, and service personnel in assigned area in compliance with security requirements.
e. Communicate effectively with all internal and external customers. Develop partnerships with entities recognized as being integral in meeting project goals.
2. Perform administrative support and data entry functions, as directed.
a. Build a general working knowledge of assigned area(s) activities and requirements.
b. Perform data entry, word processing and scanning, as required.
c. Organize, file, and maintain departmental records, manuals, files, correspondence and supplies for department and/or executive team.
d. Communicate needs and requests to other team members as appropriate.
e. Create and maintain resource library for department.
f. Create and maintain appropriate documentation as required by assigned area(s), following internal protocols and naming conventions.
g. Perform inventory of supplies on a monthly basis.
h. Complete expense reports and purchase requisitions.
i. Open, sort, date stamp and distribute incoming mail and faxes, memos and e-mail to assigned area(s).
j. Accept and route deliveries, as appropriate.
k. Verify and sign acknowledgement for invoices with various vendors including vending machines, carpet cleaners, etc. Deliver invoices to appropriate accounting staff member.
l. Research for reports and correspondence, as requested.
m. Coordinate travel arrangements for the AFMC employees.
n. Provide administrative support to the executive office.
o. Ability to accurately prepare and submit expense authorizations, expense reports and purchase requisitions.
p. Maintain electronic calendars via Outlook.
q. Compose, proofread and distribute outgoing correspondence, memos, forms, reports, etc.
r. Adhere to AFMC format, content and style guidelines.

3. Active participation in Administration Team meetings to address continuing education, skillset advancement and corporate administrative needs.
4. Follow AFMC, state and federal protocols regarding data confidentiality/security and HIPAA compliance.
5. Additional duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to maintain confidentiality
• Type 40 wpm
• Customer service
• Initiative
• Ability to multitask
• Ability to prioritize
• Professional
• Attention to detail
• Ability to meet deadlines
• Intermediate skill level with MS Office (Word, Excel and Outlook)
• Use various office machines, including telephone, fax and multi-functional printer/copier/scanner
• Strong communication skills on the telephone and/ or written correspondence
• Exceptional skills in Business English
• Strong organizational skills
• Flexibility
• Work in a team setting
• Ability to relate professionally and positively with staff, business partners, customers, constituents, recipients and the public
• Regular and punctual attendance
• Time management skills
• Problem solving skills
  

Physical and Sensory Requirements (With or Without the Aid of Mechanical Devices):
Mobility, reaching, bending, lifting, grasping, ability to read and write, ability to communicate with personnel, ability to remain calm under stress and ability to lift up to 50 pounds. Must be capable of performing the essential functions of this job, with or without reasonable accommodations.

EDUCATION:
Required: High School Diploma
Desirable: Associates Degree or additional education

EXPERIENCE:
Required: Two (2) years clerical experience

INTERNET REQUIREMENTS:
N/A