General Summary

Performs clerical and receptionist duties under the direction of the Executive Assistant, to include answering the telephone, greeting clients, route messages, filing, typing, and duplicating material.

Responsible for the daily pickup and drop off of Agency mail.

Primary Responsibilities

1. Answers the telephone and receives Agency visitors.

2. Assists in ordering office supplies and cleaning supplies for the central office and processes PRs and / or POs as needed.

3. Duplicates Agency correspondence, forms or other materials as needed.

4. Orders and inputs postage for postage machine.

5. Contacts vendors when needed for the repair of copiers, postage machine and elevator.

6. Responsible for posting the Agency’s mail on a daily basis, including maintaining the outgoing mail log and incoming check log.

7. Assures proper postage on outgoing mail and posts to appropriate program accounts. Follows up on certified / return receipt items.

8. Coordinates activities with the Executive Assistant to support the flow of information.

Education / Certifications / Licensure

• High School Diploma or the equivalent
• Three years of prior work experience.
• Ability to use a personal computer and software is preferred

Skills

• General office skills and procedures; ability to type at least 30 w.p.m.
• Ability to communicate in verbal and written form in English and Spanish.

Physical Requirements

If a preliminary offer of employment is extended, a physical will be required before the offer can be accepted.

Light to medium physical demands include standing, walking, fine dexterity, reaching, bending, hearing, talking and vision.

Must be able to lift thirty pounds. Lifting will be primarily confined to occasional on premises lifting boxes of office supplies and minor office equipment.

Non-physical demands include performing multiple tasks simultaneously, the ability to meet multiple deadlines and working closely with others as part of a team.

Must be able to pass a pre-employment physical.

Last updated : 2024-05-02