Receptionist/Administrative Assistant

Mission Statement: Good Samaritan Ministries, motivated by Catholic social teaching, works in our community to advance family life, human dignity, and the common good. We provide services to meet the physical, social, emotional, and spiritual needs of individuals and families of all faiths, especially those most in need.

The objective of the Position: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Receptionist/Administrative Assistant works to assist other office staff with maintaining efficiency, structure, and organization within the office. You will be responsible for maintaining a clean, organized, and safe environment that is pleasing for employees and customers. You will be responsible for all incoming calls, faxes that need to be routed to employees. This position must adhere to the parameters of the position and duties. You will be responsible for inputting data and appointments into the database. Must possess the ability to be flexible and work on other assigned projects and duties as necessary and instructed. Skills needed for this position are proficiency in Microsoft Word and Excel, attention to detail, multi-tasking, organization, being able to take instruction, working consistently throughout the shift, completing all tasks given, computer skills such as Microsoft Word and Microsoft Excel, and ability to work under stressful conditions.

Essential Functions: Duties and Responsibilities include but are not limited to the following

• Manages incoming phone calls showing dignity and respect to all customers and/or clients.
• Schedule assistance appointments, donation pick-ups, and help assist if needed in the Assistance appointments.
• Responsible for scheduling and conducting all in-store services including furniture, household goods, clothing, diapers, food boxes, and medical equipment
• Responsible for charity tracker data entry for all in-store services including furniture, household goods, clothing, diapers, food boxes, and medical equipment
• Advise clients on what they need to bring to appointments
• Coordinator Database management/follow-up (After the appointment, you will have for each client the documentation they were required to bring and, stapled to that, the assistance sign-off sheet they signed at the appointment. This paperwork is still Pending client information so is kept in a folder labeled “Pending Client Info” until the necessary documentation comes in.)
• Will be available to answer phones and designate 3 hours per day as needed with the Executive Director to assist in completing projects.
• Will be available to answer phones and designate 3 hours per day as needed with the Assistance Coordinator to assist in completing projects.
• Ensures that all messages are taken, and each staff or volunteer receives written notification of messages.
• Ensures that all addresses, names, and phone numbers are correct when delivering messages.
• Maintains order and professionalism in the office.
• Provides customers with appointment cards and or resources for additional assistance.
• Responsible for keeping administration offices clean, dusted, organized, free from debris and clutter so that it is pleasing to customers and clients as the first point of contact.
• Informs supervisor about any repairs or supplies needed
• Will create and maintain databases for various projects (mailing lists, in-store vouchers, etc.)
• Helps train office volunteers
• Maintains archive binders
• Maintains confidentiality of all information regarding clients and employees of Good Samaritan Ministries and Thrift Store
• Acts as support for staff in various departments
• Responsible for all filing and copying responsibilities
• Responsible for out of store assistance reconciliation once per month in the GSM database
• Ensures that all paper is refilled in copier, and fax machine daily
• Must be able to multitask, completing multiple projects with deadline requirements
• Functions effectively as a team player and support the organization
• Attends all meetings and training as required
• Follows all directions and Good Samaritan Policies
• Works consistently through the day with approved breaks. When area duties are “caught up”, find other tasks or projects to stay busy in the effort to support the store and co-workers.
• Uses work hours effectively and efficiently focusing on tasks and projects that need to be completed.
• Other duties as necessary

Other Duties and Responsibilities:

• Interacts and communicates professionally and effectively while maintaining open communication with supervisors, and other team members, customers, and clients.
• Functions as a team member for the success of the Good Samaritan Store
• Learns New Tasks
• Be available for training for continuing education
• Follows Directions and Policies
• Attends work regularly with minimal absences or tardiness
• May be required to work over 40 hours a week, or re-arrange hours as necessary, must be approved by the supervisor
• Adheres to all building safety requirements according to the fire code for all areas in the store.
• Other duties as assigned

Qualifications:

• Organized, sets priorities meet deadlines and works with minimum supervision
• Must have excellent Microsoft Word, Microsoft Excel, Internet, Email, skills, Mail Merge
• Must have a least a year of Receptionist and/or Administrative Assistant experience
• Must be able to operate postage machine, fax, and copier/printer
• Must be able to answer the multi-line phones and handle fast-paced office
• Excellent oral and written communication skills
• Exceptional customer service skills while dealing with customers, co-workers, and volunteers
• Must be a team player
• Valid MT Driver’s License, or valid MT Identification Card, and social security card for hiring purposes and dependent upon position.

Preferred:

• High School Diploma or GED
• Previous experience or knowledge of receptionist duties and thrift store operations

Physical Requirements:

• Frequent lifting, carrying, and transporting of objects weighing up to 20lbs. team lifting 20lbs and above
• Must be able to sit for long periods while working on the computer
• Must be able to move throughout the store if asked to complete other tasks

Working 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.

• Mainly works inside the building
• Fast-paced store environment with heavy traffic flow on and off throughout the day

The above statements are intended to describe the general nature of the work being performed by employees in this position. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. The Good Samaritan Ministries Management reserves the right to amend and change responsibilities to meet the store's needs.

This job description is not a contract of employment with Good Samaritan Ministries and Thrift Store. By signing this document, you are acknowledging receipt of this Job Description and the expectations for the performance of the essential functions of the position.

Job Type: Full-time

Pay: From $11.00 per hour

Schedule:

• Monday to Friday
• No weekends

Education:

• High school or equivalent (Preferred)

Work Location: In person

Salary : $11