Receptionist & Administrative Assistant

PRIMARY OBJECTIVE OF POSITION: Welcome clients, vendors and guests to FCI in person and on the phone. Provide administrative support, including mail backup, support to HR/Administration, and other departments on a project basis in the St. Paul office.

OUTCOMES:

1. Clients, vendors, and guests are greeted warmly and provided with a welcoming environment (reception area and meeting rooms near reception area are well maintained).

2. The daily mail and packages are processed and delivered on time with accuracy.

3. Clients, guests and employees (as assigned or on a project basis) have reliable administrative services available to them.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

1. Greet and welcome clients, vendors, and guests to FCI’s St. Paul office; distribute guest passes and keycards; validate parking; provide building security with daily list of guests and escort visitors and vendors as needed; assist with the use of conference rooms and equipment as needed.

2. Answer and direct incoming telephone calls.

3. Provide administrative support including updating the daily schedule and calendars, contacting building management with facility needs, scanning, filing, emailing information/documents as requested, making labels, proofing documents, and updating employee lists.

4. Provide administrative support for tax department, facilities, and other departments as needed with assigned projects.

5. Process and deliver mail for the St. Paul office to ensure accurate client mail delivery. Includes U.S. Mail, Fed Ex and other special deliveries.

6. Provide administrative assistance for bulk mailings, meetings, and other activities as needed.

7. Order floral arrangements and gifts as requested and ad hoc requests from the President’s Office.

8. Assist with set up and take down for board meeting, employee meetings, and other client events as needed. Participates in Administrative Resource Group.

9. Stock and replenish reception area and board room kitchen with supplies and beverages for clients and guests. Provide pre-opening Beehive breakroom supply stocking and emptying of dishwasher, and making coffee.

10. Completes projects as assigned by HR Manager, such as wellness, recognition, employee relations, and employee training.

COMPETENCIES:

1. Accountability & Dependability: takes personal responsibility for the quality and timeliness of work, and achieves results with little oversight; takes ownership.

2. Communicator: speaks, listens, and writes clearly and effectively.

3. Confidentiality: demonstrates ability to protect confidential information (the business and lives of the clients are confidential to the outside world, and the client’s individual activities are confidential with respect to each other).

4. Overall Productivity: understands job requirements and standards, motivated to meet or exceed goals with accuracy, and seeks to produce the highest quality.

5. Organized: approaches the job in an organized and disciplined manner.

6. Relationship Building: values relationships, protects confidential information, treats others with respect, appreciates differences in others, volunteers and participates in company events, and builds bridges to bring people together.

7. Teamwork: gets consensus before moving forward, shares recognition and achievement, provides ongoing communication, is committed to the goals & objectives, and takes pride in the team.

8. Punctuality & Dependability: must be responsible for arriving on-time and available to work Monday through Friday, 7:45 a.m. to 4:45 p.m. with a one hour lunch.

EDUCATION AND EXPERIENCE:

1. Associates degree or equivalent preferred.

2. Minimum 1 year related experience in a professional office environment.

3. Proficient with Microsoft Office Suite.

4. Experience with CRM databases such as Salesforce or Net Documents helpful.

5. Position is 4-5 days in the office during business hours of 7:45 a.m. to 4:45 p.m. with 1 hour lunch break (option to work remotely one day per week as office schedule allows).

ENVIRONMENT AND PHYSICAL DEMANDS:

1. Sitting, talking at a moderate volume level, hearing, fingering/grasping constantly

2. Standing, walking, reaching frequently

3. Bending, stooping, kneeling, and crouching as necessary to facilitate filing

4. Lifting up to 25 pounds occasionally

5. Operating audio visual devices and standard office equipment, such as computers, telephones, fax machines, and photocopiers

6. Typing and entering data on a computer at a speed necessary for successful job performance

7. Looking at computer screen regularly

8. Organizing and sorting correspondence and other documents

9. Quiet, professional, results-oriented office environment

This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employee(s) 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.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of essential job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate qualified individuals with disabilities to the extent that such modification is medically necessary and does not cause an undue hardship. For more information on how to request an accommodation, please see the “Americans with Disabilities Act (ADA) and ADAAA Amendment Act” policy in FCI’s Employee Handbook.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Job Type: Full-time

Pay: $23.08 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Saint Paul, MN 55101: Relocate before starting work (Required)

Work Location: In person