Office Administrator

Position Summary: 

The Office Administrator organizes and efficiently manages the front desk & other administrative tasks at DSL's Lifelong Learning Center. This role is responsible for developing and maintaining a friendly and professional presence while greeting members, families, and guests. The Office Administrator promotes a productive work environment by ensuring organized common areas such as the reception area, lobby room and volunteer room. 

Key Responsibilities: 

• Greet all those entering the building. 
• Manage mail and ordering processes and logistics. 
• Answer phones and direct calls. 
• Coordinate facility maintenance. 
• Keep updated monthly facilities report. 
• Manage tasks for Office Assistant.  

Essential Duties: 

• Manage the DSL phone system by answering phone calls, taking messages, responding back and/or directing the message to the appropriate staff members, checking general phone voicemail messages. 
• Greet members, family members, visitors, etc. when they walk into the building and direct them, as needed.  

• Instruct each non-member, who walks in the building to sign in and out and to wear the printed badges while in the building. 
• Refer walk-ins and telephone traffic to the appropriate office staff person. 
• Check and process mail daily. 
• Code invoices from the mail for the finance department. 
• Assist with mailings when needed.
• Purchase office supplies and consumables as needed. ex. copy paper, staples, tape, toilet paper, paper towels, soap. 
• Manage copy machine maintenance.  
• Be familiar with the DSL website, calendar, and resources to ensure proper and correct information is given to families. 
• Take payments for programming, spirit store, donations, and event sponsors. 
• Manage reception area: Coffee, Drinks, etc. for visitors. 
• Communicate with facility contractors (cleaners, HVAC, electricians, maintenance, etc.).
• Manage office phone system.
• Order office supplies for the DSL team.
• Manage and organize jobs for Office Assistant. 

Qualifications, Certifications, Education, Experience, and Skills: 

• Experience in answering phones, greeting people, and dealing with the public, including persons with intellectual and physical disabilities. 
• Display strong attention to detail and organizational skills.
• Ability to multitask and effectively manage time and workload.
• Proficient in Microsoft 365. 

• Experience may be substituted for formal education on a year for year basis.

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 the essential functions. 

To perform this job successfully, the employee is frequently required to communicate with others; listen; remain in a stationary position, often sitting or standing for prolonged periods of time; walk; use hands to grasp, handle or feel; and reach with hands and arms.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position operates exclusively in an office environment with controlled temperatures.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.