Serve as a positive ambassador and role model for United Way by supplying accurate information regarding the organization to the general public, clients and key constituents that call and/or visit the United Way office. Perform a wide range of administrative and office support activities for each department and/or Director/Manager to facilitate the efficient operation of the organization.
Areas of Responsibility:
Administration:
- Ensure office equipment (i.e. copiers, fax, postage machine, etc.) operates at all times. Contact service techs for repairs and order supplies as needed
- Open, close and secure office daily
- Schedule conference rooms
- Provide a clean organized place to work by maintaining the lobby and workstations around the copiers on both floors
- Manage postal service bulk mail and business mailing accounts and support all departments in their bulk mail outs
Department Support:
- Process incoming and outgoing mail
- Track office inventory and order supplies as needed
- Forward and/or respond to all emails and faxes coming into Specialist’s outlook folder
- Assist departments with special events by making rsvp/follow-up calls
- Outreach and call backs to key constituents in regard to event attendance and volunteer opportunities
- Enter data for departments into appropriate databases to ensure organization’s contact lists are current
- Assist CFO with accurate data entry of campaign packets
- Oversee the creation, merging, and mailing of thank you letters, direct mail outs and holiday cards
Positive Customer Service
- Manages the company’s lobby area. Greets and directs all visitors, including vendors, clients, job candidates and customers. Ensures completion of paperwork, sign-in and security procedures
- Answer main telephone line, screen and direct calls
- Ensures knowledge of staff movements in and out of building
- Handles special administrative projects, as well as overflow work from other assistants
Inventory and Stock Management
- Ensure that building, offices, restrooms, kitchens and community room are stocked to meet the needs of employees and guests with the guidelines below considered the standard for fulfilling the responsibility:
- Refrigerators in community room maintained at a minimum of 90% capacity with Aquafina, Publix Water and Pepsi Products. Ensure 100% capacity prior to 95% of meetings.
- Refrigerators in office kitchens maintained at 90% capacity of Aquafina and Pepsi products
- Snacks in 1st floor kitchen to be maintained at minimum of 90% capacity
- Maintain housekeeping items in stock and refill bathrooms, community room spaces and other public areas to ensure 90-95% satisfaction rating among team and guests
- Refrigerators in 1st and 2nd floor kitchens cleaned monthly
Educational Background:
High school diploma or equivalent.
Skills/Experience:
Physical Requirements:
- Sit at work station for long periods (4-6 hours)
- Lift 15-25 lbs.
Educational and Experience:
- Two years clerical experience as any or all of the following:
- Receptionist
- Office related staff support position
- Secretary
- Typing and basic computer skills
- Basic aptitude in use of general office equipment
Key Competencies:
- Exceptional verbal and written communication skills - both in person, on the phone and via email correspondence
- Planning and organizing
- Prioritizing
- Problem assessment and problem solving
- Information gathering and information monitoring
- Attention to detail and accuracy
- Flexibility
- Adaptability
- Customer service orientation
- Teamwork
Compensation/Benefits:
Salary: $20,000 to $30,000 per year
Job Function:
Organization Info
Listing Stats
Post Date:
Jan 19 2018
Active Until:
Feb 19 2018
Hiring Organization:
United Way Worldwide
industry:
Nonprofit