Position Summary: Candidate will be responsible for providing front desk/reception support for all department or unit. To greet, direct, screen, receive and check in visitors. Triages messages to appropriate staff members. Respond to routine and non-routine inquires and assist with basic administrative support to facilitate the workflow as needed. Please note that office coverage includes all Saturdays and evenings as needed.
Responsibilities:
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Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately. Check-in and screen all staff, clients and vendors.
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Perform other clerical duties such as filing, photocopying, transcribing and faxing.
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Answering screening and forwarding incoming phone calls.
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Manage the scheduling app for office conferences and meetings.
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Receive and sort mail and deliveries.
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Travel to post office/Fed Ex or UPS center.
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Maintain and update internal spreadsheets on Excel and SharePoint for inventory.
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Maintain office filing/client records by alphabetical/numerical subject as needed.
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Retrieve material from files upon request, track all record movement of file material.
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Prepare and send records for archiving. Request archived records from warehouse as needed.
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Vehicle maintenance- provide support for simple up keeping of vehicles such as oil change, car wash and travel to services vehicles.
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Prepare work orders weekly on Chrome River.
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Travel to other agency sites for support with inventory and restock
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Assists in other departmental and organizational projects as needed and as assigned.
Qualifications:
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High School Diploma Required
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Proficient computer skills (particularly Outlook, Excel, Word and PowerPoint).
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Professional communication and excellent organizational skills.
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Operation and maintenance of all office equipment including all computer systems
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Ability to multitask and adapts quickly to new tasks.
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Bilingual in Spanish is a plus.
Working Conditions/Physical Demands:
