Receptionist/ Admin Assistant

Job Title: Receptionist/Administrative Assistant

FLSA Classification: Exempt

Department: People Operations

Reports to: People Operations Manager

Salary: $25-$31 Per Hour

Date Updated: February 2024

____________________________________________________________________________________________

Job Description

Summary/Objective
Hanna Center is dedicated to empowering youth and families through education, mental health services, and community engagement. Our mission is to provide a safe and supportive environment where individuals can build brighter futures. The Receptionist/Administrative Assistant serves as the first point of contact for visitors and callers, ensuring a welcoming and professional environment. This role is responsible for managing front desk operations, handling administrative tasks, and providing general support to the People Operations team. The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a dynamic setting.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Greet and assist visitors, ensuring a friendly and professional experience.
• Manage the main phone line, route calls, and take messages as needed.
• Handle incoming and outgoing mail, including sorting and notifying staff of package deliveries.
• Direct visitors to the appropriate departments and personnel.
• Oversee guest sign-in procedures, trip form requests, and conduct random GPS audits.
• Maintain and monitor office equipment, including the copier, and schedule service as needed.
• Coordinate shredding services and pick-up appointments.
• Draft and edit memos, letters, and correspondence as required.
• Provide verbal Spanish translation when necessary.
• Support the People Operations team with clerical and administrative tasks, including copying and data entry.
• Maintain the organization’s phone directory and office calendar.
• Order and manage office supplies, ensuring accurate cost allocation to departments.
• Perform additional duties as assigned.

Required Skills & Competencies

• Strong Interpersonal Skills: Ability to interact with diverse individuals in a professional and courteous manner.
• Communication: Excellent verbal and written communication skills.
• Organization & Time Management: Strong ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Technical Proficiency: Comfortable with Microsoft Office Suite (Word, Excel, Outlook), database management, and general office technology.
• Problem-Solving: Ability to analyze situations and respond effectively with minimal supervision.
• Adaptability & Flexibility: Ability to adjust to changing priorities in a fast-paced work environment.
• Integrity & Confidentiality: Upholds ethical standards and ensures sensitive information is handled appropriately.

Work Environment & Physical Requirements

• Position is based in an office setting at the front desk.
• Requires the ability to sit, stand, bend, squat, and occasionally lift up to 20 pounds.
• Requires use of hands for handling objects, typing, and operating office equipment.
• Must dress professionally in accordance with company dress code.

Qualifications & Experience

• Prior experience in a receptionist, administrative, or customer service role preferred.
• High school diploma or equivalent required; associate degree or additional certification is a plus.
• Proficiency in Microsoft Office Suite and general computer applications.
• Bilingual in Spanish and English strongly preferred.
• Must pass a background check for a Community Care Licensed facility, including physical exam, TB test, and drug screening.
• Completion of required training, including Mandated Child Abuse Reporting and Ethical Standards.
• Valid Driver’s License and ability to be insured under company policy.

Work Environment
Typical office and clinical environment. Responsibilities may include offsite meetings, trainings, or other activities as required by business needs.

Affirmative Action/EEO Statement
Hanna Center is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.