Administrative Coordinator/Receptionist

Job Type Full-time Description

Primary Role: The Administrative Coordinator Receptionist provides administrative support to the Director of Facilities Operations. Under general direction, performs highly responsible, confidential and complex secretarial assignments for the Director of Facilities Operations. This role is a member of Facilities and acts in accordance to ensure the appropriate and successful operations of the Facilities Department. Note: Human Resources will also manage this role for receptionist duties, training & development and payroll.

Duties and Responsibilities:

• Serve as initial point of contact by answering and transferring phone calls in a welcome & courteous manner, sort mail, receive & route package deliveries, and operate postage machine.
• Responsible for recording food purchases, conducting inventory, and checking & verifying accuracy of menu worksheets for Food Services. 
• Assist the Director of Facilities Operations with clerical duties and special projects.
• Serve as primary contact with agency security guard in the event of emerging incidents and/or problems.
• Processes invoices, data entry & tracking, clerical duties, filing, and work order system administration.
• Provides administrative support to Director of Facilities Operations, Program Officer of ELS’ leadership team and Human Resources when directed.
• Perform other duties as assigned by Director of Facilities Operations and Human Resources.

Requirements

Required Skills and Expectations:

• 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.
• Maintains confidentiality with respect to participant, personnel and proprietary agency information.
• Possesses the ability to work holistically, as part of a team, with staff, program participants, volunteers and the community.

Educational Requirement and Experience:

High School diploma and some college required. Relevant Associate’s or Bachelor’s degree preferred. Five years of secretarial, computer and related 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 facility related capital projects, serving as the first point of contact for contractors working on Clover property. In addition, assists in planning meetings, workshops, and seminars, events planning, time and attendance planning for direct reports, meeting preparation and clean up. 

Standard Statement:

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. This is not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified.

Salary Description $18.22-$19.53 hour