Admin Assistant - Reception

Summary:

The Administrative Assistant - Reception provides a safe and welcoming client experience, ensuring the comfort and privacy of all JFS clients. The Receptionist efficiently performs a variety of essential clerical and reception duties and provides direct support to program staff and the leadership team as requested.

Essential Functions

• Greets visitors and clients, answers questions, and connects visitors to appropriate staff.
• Monitors activity in reception and lobby to recognize and respond to any suspicious behavior or security issues. Activates security alarm at the end of the day.
• Handles forms and fees related to client visits.
• Answers telephone responds to inquiries, and/or routes calls to appropriate staff.
• Reviews and balances daily fees and credit card transactions.
• Receives, dates, and distributes incoming mail. Processes postage for outgoing mail.
• Prepares, edits, revises, and prints letters, tables, reports, forms, flyers, tributes, grants, and other materials.
• Enters data and generates reports.
• Collates data from satisfaction surveys.
• Uses general office equipment and ensures equipment runs effectively. Maintains supply of paper, toner, print cartridges, etc., for general operation.
• Assists in the maintenance of case records and general filing.
• Provides feedback on activities and any concerns to supervisor.
• Provides general administrative/clerical support to the leadership team and other program areas as assigned.

Additional Responsibilities

• Demonstrates teamwork and support of the JFS mission and values.
• Performs other duties as required or assigned.
• Complies with all company policies and standards.

Qualifications

To be successful in this position, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with varying abilities to perform the essential functions.

Education: High school diploma or GED

Work Experience: 3-5 years of clerical, secretarial, and/or receptionist experience

Knowledge, Skills and Abilities

• Ability to prioritize and to manage multiple assignments.
• Has strong attention to detail and thoroughness in completing work tasks.
• Quick keyboarding speed and accuracy
• Strong interpersonal and telephone communication skills and the ability to work effectively with a wide range of stakeholders.
• Proficiency in the use of standard office equipment (telephone, conference equipment, fax, copier/printer, personal computer, postage machine, etc.), computers, and software applications, like Microsoft Office, databases, and scheduling.

Licenses, Certifications and Professional Affiliations: N/A

Supervisory Responsibilities: N/A

Work Environment

Work is typically performed in an office environment. Occasional evening and weekend hours may be required. Flexible scheduling is required to accommodate the needs of JFS.

Physical Demands

This position requires prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds.

Travel

Minimal local travel required.

Other

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time with or without notice.

JFS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.