Receptionist-Administrative Assistant

The Opportunity

This position is central to OPB and you’ll have the opportunity to meet lots of people who are enthusiastic about the work that we do. We’re looking for someone with excellent communication skills, the ability to juggle multiple projects at once, and someone who is highly organized.

Position Details

The Receptionist / Admin Assistant is the first person to welcome visitors and callers to OPB. From the initial impression on the phone to welcoming each person into our lobby, top-notch customer service is delivered every step of the way. The Receptionist / Admin Assistant answers the phone, greets and welcomes all visitors, maintains the appearance of the lobby throughout the day, schedules appointments, and performs other administrative and clerical duties as assigned by the Technology Operations Manager, including performing mail duties when the Mail Clerk is out of the office.

Responsibilities

40% - Serve as OPB’s welcoming ambassador

• Welcome and support OPB staff
• Greet and assist visitors. Sign them in and out and connect them with staff as appropriate.
• Answer phone calls and respond to inquiries or transfer callers as appropriate.
• Receive and sign for packages and other deliveries.
• Receive mail and assist in processing it.
• Maintain neat, clean, and orderly appearance of reception area and lobby.
• Exhibit best practices and professionalism with respect to policy, procedure and attendance.
• Comply with standard operating procedures.
• Maintain security by following established procedures and maintaining situational awareness.

40% - Provide administrative support as assigned by supervisor, such as: ordering supplies, managing conference room calendars, scheduling appointments, reserving fleet/car rentals, purchase order and invoicing support, arranging courier services, assisting with new hire and termination processes, data entry, filing, scanning, collating, preparing mailings, etc.

8% - Assist Mail Clerk in opening, sorting, and date-stamping incoming mail; assist in preparation of daily check tally

7% - Perform mail room duties, as directed, including:

• Sort and distribute mail to various departments
• Prepare outgoing US mail, UPS, FedEx, international mailings and shipments, and other ground and air shipments
• Receive and sign for FedEx, UPS, and other deliveries and notify or deliver to appropriate staff
• Assist mail clerk and other departments with mailing and shipping projects
• Deliver outgoing mail and packages to post office or postal service
• Drop off bank deposits
• Pick up “lockbox” contributions

5% - Other duties as assigned

Working Conditions

This position spends the majority of time in the office during OPB’s business hours (typically 8am – 5:00pm, Monday through Friday), including during inclement weather, with extensive use of a computer and telephone. Requires occasional lifting of up to 20 pounds. There may be some evening or weekend work to help with special events.

Minimum Position Requirements (Knowledge, Skills, Abilities and Attitudes):

• Two years’ experience providing excellent customer service via phone and in person.
• Ability to interact in a cordial, professional, welcoming, and well-informed manner with OPB visitors, guests, donors, volunteers, and staff.
• Exceptional verbal and written communication skills.
• Ability to juggle multiple competing priorities.
• Highly organized, motivated and solutions oriented.
• Strong attention to detail.
• Strong work ethic and positive attitude.
• Fluent use of standard computer software tools in business applications (Microsoft Office) and data entry skills.
• Valid driver’s license with a good driving record.
• Punctual and reliable.
• Enthusiasm for the mission of OPB.

Preferred Position Requirements (Knowledge, Skills, Abilities and Attitudes):

• Some business experience with telephone systems.
• Desire to create efficiencies and improve systems.
• Desire to learn how to apply the essentials of operations management within an organization.

Additional Information

• This position reports to the Operations Manager, is represented and benefits eligible
• The probable hiring range for this exempt position is between $17.30 - $20.20 depending on qualifications.
• For the safety of our employees, the contractors/vendors we work with, and the public we serve, OPB has a mandatory COVID vaccination policy and all employees are required to show proof of vaccination.
• This position has access to highly sensitive data and therefore must pass a background check.
• This position requires a valid driver's license and will requires consent to OPB conducting a driving record check. Employees will not be allowed to use a company or personal vehicle for work purposes without completion and satisfactory results of this check.

How to Apply

Click on the apply button below. You will be asked to create an account, upload your cover letter and resume and answer a few position-related questions. Once you click “submit” you cannot make changes to your application.

Your application materials are due by 8:59 PM Pacific Time on April 23, 2025.

OPB is an Equal Opportunity Employer.