Receptionist - ADHC

SUMMARY:

The Receptionist provides administrative support to the Impact and Strategy Officer and Directors/Managers of ADHC. Completes all programmatic reports, typing, filing, and data entry. 

DUTIES AND RESPONSIBILITIES:

• Assists visitors by answering and/or appropriately referring inquires.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics.
• Responsible for accurate, complete, and timely data entry and verification of participant information, including revisions and updates, into data management systems
• Reviews and ensures accuracy of services delivered to participants by all staff via reported units of service.
• Completes all programmatic reports and assists in compiling data and demographics for reports to ensure accuracy, clarity with interpretation and timely submission.
• Assists with day to day operations, including but not limited to, morning intake procedures, documenting attendance, monitoring daily sign-in forms, inputting requisitions for submission to the appropriate department head for approval
• Typing of program documents and other routine office/clerical duties. 
• Attend and record minutes of meetings. 
• Maintains appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel
• Maintains and protects operations by keeping information confidential
• Coordinates schedules and trainings of staff and events.
• Types and revises program manuals and brochures as needed, with final approval by the department head for approval 
• Operates office equipment and computers and ensures preventive maintenance requirements are executed; manufacturer’s instructions; malfunctions and potential issues are troubleshot; equipment inventories are maintained; and new equipment and techniques are evaluated and implemented for ease of administrative operations. 
• Manages, distributes and replenishes office supplies as needed.
• Other duties as assigned.

REQUIRED SKILLS AND EXPECTATIONS OF EMPLOYEE:

• Possesses executive support level office skills and the ability to develop good rapport with external partners and collaborators, agency personnel, and visitors. Ability to meet and interact with people with ease.
• Possesses a proven ability to communicate and work effectively and respectfully with a broad range of people from diverse cultural, ethnic and socio-economic backgrounds.
• Possesses a good telephone manner, accurate typing skills, and applies a thorough knowledge of grammar, spelling, and proofreading/editing skills.
• Solid working knowledge of PCs, and proficient with Microsoft operating systems, Word, Excel, PowerPoint, Outlook, Explorer, and Access, and able to learn CMS, SPSS, and other applications as warranted.
• Presents in a professional manner and able to perform independently. Strong problem solving and decision making skills. Organized, detail oriented, and able to handle multiple tasks.
• Possesses knowledge of procedures for ordering and maintaining agency office supplies and arranging repairs for administration/accounting office equipment when necessary.
• Familiar with all policies and procedures that pertain to the Executive Secretary’s position.
• Demonstrates an understanding of the dynamics of poverty, oppression, sexism, racism, ageism and other forms of societal and individual prejudice that confront our staff, volunteers, program participants and community at-large.  
• Demonstrates a philosophy and value base consistent with the purpose and goals of Kingsley House.
• Possesses the ability to work holistically, as part of a team, with staff, program participants, volunteers and the community.
• Maintains confidentiality with respect to participant, personnel and proprietary agency information.
• Ability to meet deadlines, well organized, and able to work under pressure of multiple deadlines; demonstrates flexible and efficient time management and ability to prioritize workload
• Acts as a role model within and outside of the agency
• Adheres to agency policies and procedures

EDUCATIONAL REQUIREMENTS & EXPERIENCES:

High School diploma and some college required. Relevant Associate’s or Bachelor’s degree preferred. Five years of secretarial and computer experience; experience with MS Word, Excel, PowerPoint, Outlook and Explorer.

JOB REQUIREMENTS:

• Must be able to operate a variety of equipment such as computer, printer, fax machine, copier, calculator, telephone, audio-visual equipment, etc.
• Must be able to sit, stand, walk, reach, bend and lift up to 10 pounds.
• Must be able to communicate in Standard English both orally and in writing.
• Must be able to give and receive information electronically.
• Must be able to communicate successfully and pleasantly with school and central office personnel, students, and families.
• Must be able to work cooperatively with others.
• Must be able to respond positively to supervision and accept suggestions for improvement.
• Must be able to understand and interpret written and verbal instructions.
• Must keep accurate and up to date records.
• Must comply with state and district regulations, policies and procedures.

PLANNING:

Participates in planning for conferences, workshops, and seminars, field trip and events planning for parents and other stakeholders, time and attendance planning for direct reports, meeting preparation and clean up.