Receptionist

GENERAL DESCRIPTION: Under Supervision of the Senior Manager for Administration, the Receptionist performs a variety of clerical and administrative support duties related to the reception/general office area and other departments. Maintain general office environment and security by following procedures, monitoring employee and visitor logbook, and issuing visitor badges.

ESSENTIAL FUNCTIONS:

Reception/General Administration Support

• Serve as the initial point of contact for callers and visitors to the office, answering phone and email inquiries, routing calls to the appropriate parties, taking messages, and ensuring delivery. Conduct brief assessment and provide referrals as appropriate to callers in need of services.
• Greet visitors and determine whether they should be given access to specific individuals.
• File and retrieve hard and soft copy Agency documents, records, and reports.
• Handle postage, mailing and post office details for all incoming/outgoing mail.
• Open, sort, assess and distribute incoming correspondence, mail, including faxes and email, date stamping and routing as appropriate. Provide additional documentation and reporting for select mail received for specific individuals and/or departments.
• Maintain the employee break room, conference room and supplies.
• Maintain ECS address books online and hard copies.
• Maintains daily visitor and staff log for MOC.
• Provides ordering support for various departments including follow-up on order errors or late deliveries.
• Provides general clerical support, follow-up as requested on phone calls and general inquiries, order needed supplies, prepare letters, labels, and binder covers, and other general administrative support.
• Supports the Senior Manager of Administration, Vice President of Programs, Vice President of Administration such as managing calendars, scheduling meetings, preparing expense reports and credit cards.

Facilities Department Support

• Manages access cards forms and staff driver document.
• Manages the user database for our mileage tracking system.
• Maintains company vehicle and project record binders.
• Updating Maintenance Help Desk ticketing system as needed.

Purchasing Support

• Accesses scanned shipping documents from all sites and attaches these to their corresponding purchase orders.
• Scanned and email incoming invoices (tied to daily incoming mail process)

Development Support

• Prepare donation check backup for Development and Finance (tied to daily incoming mail process)
• Provide clerical support for special event preparation as availability allows.

AccountingSupport

• Maintain check log for incoming check transactions to the Agency (tied to incoming mail process).

May take on ad hoc projects and tasks related to General Administration as requested by Senior Manager of Administration, Vice Presidents, and other senior executives. This job description is not intended to be all-inclusive, and the employee may be assigned other reasonable duties as requested by direct manager and other management team members.

EDUCATION & EXPERIENCE / LICENSES & CERTIFICATIONS:

• AA Degree and vocational training or job-related course work preferred.
• Two years previous work-related skill, knowledge, or experience is preferred, particularly in a non-profit social service environment.
• Equivalent level of education and experience may be substituted for the educational requirement.
• Bilingual in English/Spanish required.

SPECIAL/OTHER: Ability to pass a physical examination, tuberculin skin test, alcohol and drugs, including marijuana. Must have medical clearance certifying absence of TB. Fingerprint clearance and criminal check required. Free from exclusion and debarment. Verification of current driver’s license and automobile insurance required for personal car usage. Proof of COVID-19 vaccination, including booster is required.

Knowledge

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Strong written and verbal communication: Excellent spelling, grammar, composition, and the ability to write clearly and effectively.
• High proficiency in MS Office programs.
• Ability to organize and prioritize tasks using initiative, judgment, independent thought, and attention to detail.

Skills & Abilities

• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Active Learning: Understanding the implications of new information for both current and future problem-solving and decision-making.
• Time Management: Managing one's own time efficiently and respecting the time of others.
• Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Coordination: Adjusting actions in relation to others' actions.
• Confidentiality: Exercise confidentiality and discretion when managing sensitive information and ensure information follows ECS’ policies and procedures.
• Service Orientation: Actively looking for ways to help people.
• Collaboration: Strong team player with the ability to work collaboratively with others and build positive working relationships.
• Support of the Agency’s mission, vision, and values.
• Software and Technical: Ability to create, format, proof and edit complex documents, create spreadsheets, and work within a database.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• National City, CA 91950: Relocate before starting work (Required)

Work Location: In person