Administrative Assistant & Receptionist

Description

Full-time weekdays – up to 40 hours per week; shift is 8:00am - 5:00pm

• Comply with all MacDonald Training Center policies and procedures including, but not limited to: safety and emergency procedures, requirements of the Agency for Persons with Disabilities (APD) and other regulatory agencies. Follows MTC’s Guiding Principles, with special focus on People-First.

Receptionist duties:

• Ensure coverage is provided for MTC’s reception area/ lobby. 
• Open lobby for daily operation and ensure closure of lobby and all associated duties to maintain reception area (safe, organized, clean & clutter-free, drawers locked, lights closed in Art Gallery, conference rooms & lobby restrooms, etc.).
• Provide a high level of professionalism and establish a positive rapport with every caller and visitor. 
• Operate company multi-line telephone console. 
• Ensure all incoming calls are routed to the appropriate person or department and any phone messages are emailed accordingly to the proper contact.  
• Greet all individuals served, guests, and visitors to MTC in a friendly, respectful, and outgoing manner. 
• Screen all front door visitors, ensure they are properly signed-in and issue a visitor’s badge, and ensure sign-out occurs. Scan sign-in/sign-out sheets to the shared folder daily.
• Determine nature of the business and direct visitors to the appropriate destination or contact person. 
• Assist with meeting room scheduling & assist with set-up and teardown of Development-related functions, including all MTC board meetings. 
• Ensure USPS mail has arrived for the day; sort it the following day if late arrival.
• Sort, stamp, and properly distribute incoming mail, packages, and special deliveries. 
• Stamp and prepare all outgoing mail, packages, and special mail for pick up. 
• Ensure all outgoing mail; packages and special mail have proper postage. 
• Ensure adequate postage is on the postage meter. 
• Maintain the supply of “Prints” and “Note Cards” for sale. Package as ten packs with envelopes and ribbon.
• Maintain the cleanliness and organization of the Mail Room and Supply Room.
• Routes all incoming faxes to their intended designees. 
• Maintains and determines inventory of office and janitorial supplies, including MTC labeled water and swag. 
• Ensure office and janitorial supplies prices are ordered and delivered timely. 
• Ensure delivered supplies are stocked.

Development Duties:

• Provides administrative support to the Sr. Director and Manager.
• Receive all donations (computers, laptops, phones, fabric, fake flowers, paint supplies) and give tax forms as needed. If applicable, send the In-Kind donation tax form and thank you letter to the individual or company, then record the donation in charity proud.
• All money donations need to be recorded in the check log as well as in Charity Proud. Thank you letters are created, reviewed by the Sr. Director and sent to CEO for signature, then copied and mailed to the donor. This includes casual donations, continuous donations and Copies are kept in a Donation Book. Establish electronic files for future use and reference. 
• Send out cards for donors (i.e. thank you).
• Provides support with Development functions and events with clerical responsibilities, organization, setup, and teardown – includes onsite & offsite functions.
• May serve as a backup for Development related tours.
• Attend meetings, as requested.
• Filing, copying, and scanning documents, as required.
• Projects as assigned.
• Maintains a high level of confidentiality.
• Maintain a collaborative work environment and work well with others.
• Perform additional duties as required.

Requirements

High school diploma or equivalent required. 2-4 years of experience in administrative support, customer support, or relatable field. Must have excellent customer service skills and administrative skills. Must maintain strict confidentiality. Must be a self-starter, who works well in a fast-paced environment, both independently and as a team member. Has the ability to maintain a consistent, dependable, and regular work schedule. Excellent interpersonal skills and commitment to MTC is necessary and strong written and oral communication skills are required. With a positive demeanor, works as a MTC team member, functioning under timelines and being responsive. Flexibility, multi-tasking, excellent judgment, and follow-through are required. Must have attention to details, and be organized. Great people skills and professionalism are necessary. Must present well as the first point of contact at MTC’s reception area. Establish and maintain positive and collaborative working relationships, both internally and externally. Abil