Position Summary
The Temporary Administrative Assistant provides professional front-desk support and general administrative assistance to ensure the efficient operation of CHOC’s corporate office. This role is often the first point of contact for staff, visitors, vendors, and callers and is expected to uphold a professional and welcoming presence while supporting routine and project-based office functions.
Key Responsibilities
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Answer and assess the nature of telephone calls and route them appropriately
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Greet visitors and determine the nature of their business in a courteous, professional manner
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Respond to internal and external inquiries and requests for information with accuracy and professionalism
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Manage daily mail operations: distribute incoming mail, prepare and post outgoing mail, handle postage machine and bulk mailings
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Receive and manage deliveries and courier services
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Administrative Support
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Provide clerical and administrative support across departments as needed
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Organize and coordinate routine and annual projects, meeting logistics, and general office operations
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Plan and support staff meetings and corporate events including food, location, and invitations
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Schedule and coordinate meetings, interviews, appointments, and conference room use
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Maintain corporate calendars and archives
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Draft, proofread, and distribute correspondence and internal documents
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Monitor and order office supplies within authorized budget guidelines
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Perform word processing, data entry, filing, and document formatting tasks
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Assist with projects and complete other duties as assigned
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Office Coordination & Problem Solving
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Resolve or escalate a range of administrative issues or inquiries
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Troubleshoot and resolve basic equipment problems (copiers, fax machines, etc.)
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Recognize and solve administrative problems within scope of the position
Minimum Qualifications
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2–4 years of reception, clerical, or administrative support experience
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Proficiency in Microsoft Office Suite, PDF tools, Internet navigation; knowledge of WordPerfect a plus
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Excellent communication skills in English (verbal and written) with pleasant and professional phone etiquette
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Strong organizational skills and attention to detail
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Ability to manage multiple tasks, prioritize, and meet deadlines
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Friendly, outgoing personality with exceptional customer service skills
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Team-oriented, motivated, proactive, and adaptable
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Ability to read and understand written instructions and procedures
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Comfortable performing incidental office functions and supporting team needs
LANGUAGE SKILLS
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Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with customers or employees of an organization.
MATHEMATICAL SKILLS
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Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, and talk and hear. The employee frequently is required to climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit. The employee must regularly lift and/or move up to 5 pounds and occasionally lift and/or move more than 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT
This position operates in a professional office environment and requires regular on-site attendance during standard business hours, Monday through Friday. The Administrative Assistant / Receptionist is expected to perform duties at a front desk workstation and may interact frequently with staff, residents, vendors, and the general public.
