Receptionist and Adminstrative Assistant

Summary

We are seeking a highly organized and proactive individual to join our team as a Receptionist and Administrative Assistant. In this role, you will be the first point of contact for visitors and clients, providing excellent customer service. Additionally, you will provide administrative support to ensure the smooth operation of our office.

Essential Responsibilities and Duties

1.Front Desk Management:

• Unlock and lock lobby doors daily.

• Observe the boardroom and meeting room for cleanliness and order.

• Greet and welcome visitors in a professional and friendly manner.

• Answer and direct phone calls to the appropriate personnel.

• Answer general City Park information email.

• Manage and maintain the reception area.

• Maintain meeting room calendars for the City Park Administration Building daily.

2. Customer Service:

• Provide information to visitors and clients as needed.

• Handle inquiries and resolve issues promptly.

• Ensure a positive and welcoming experience for all guests.

3. Administrative Support:

• Assist in scheduling and coordinating meetings and appointments.

• Assist in coordinating catering for meetings.

• Manage office supplies, including the break room, office, and janitorial, and order as needed.

• Manage the mail machine.

• Handle incoming and outgoing mail and packages.

• Assist Human Resources and Development as needed.

4. Data Entry and Filing:

• Maintain accurate and up-to-date records.

• Perform data entry tasks with attention to detail.

• Organize and file documents both physically and digitally.

5. Communication:

• Communicate effectively with internal teams and external partners.

• Assist in drafting and proofreading documents and emails.

Qualifications and Skills

Physical Requirements

The physical demands described here are those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions, absent undue hardship.

While performing the duties of this job, the employee is frequently required to stand, walk; sit; use hands to finger, handle, or feel; reach and push or pull with hands and arms; and talk or hear. The employee is required to express ideas by means of spoken words and must convey detailed spoken instructions to others accurately or quickly. The employee is also required to perceive sounds at normal speaking levels with or without correction and can receive detailed information through oral communication, and to make fine discrimination in sound. Specific vision abilities required by this job include having close visual acuity to perform reading, visual inspection, and operation of office machines. The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned.

Repetitive motions of the wrists, hands, and fingers are required. The employee is occasionally required to stoop, kneel, or crouch. The employee is occasionally required to climb or balance. The employee may frequently lift or move up to 10 pounds and occasionally lift and move up to 20 pounds.

Working Conditions

Work takes place indoors, sitting most of the time with frequent standing and occasional walking. The noise level in the indoor work environment is usually quiet. The worker is not substantially exposed to adverse environmental conditions.

Sustainability Goals:

City Park employees must strive to decrease our environmental footprint by continually seeking ways to reduce waste and energy usage, care for natural Park habitat and wildlife, and to serve as models to our patrons to do the same through education and example.