Administrative Assistant & Front Desk Support

Job Description

The Administrative Assistant/Front Desk staff plays a key role in supporting the daily operations of our organization. This position requires a high level of proficiency in the Microsoft Office Suite and strong organizational and interpersonal skills. The ideal candidate will be friendly, professional, and capable of working with a diverse team in a fast-paced environment.

Excluded by collective bargaining agreement  

Position Overview

Under the direct supervision of the Operations Director, this position provides administrative support to the Executive Director, Operations Director, Associate Director, Human Resources, Finance, Development, and Nurses.

Work Environment: This position is based at the front desk and serves as the first point of contact for many of our stakeholders. A friendly, helpful, and professional demeanor is essential.

Essential Job Functions

• Administrative support via typing, filing, scheduling, coordination of meetings and conferences, obtaining supplies, mailings, special projects, and report creation. 
• Assists with meeting preparation (creation, copying, distribution of meeting materials), meeting set-up, note-taking, minutes generation, and distribution. 
• Oversee and coordinate event(s), including organization and planning, location selection, and overall oversight and administration of event(s). May arrange services or reservation of facilities. 
• Assists by scanning, emailing or faxing documents.  Occasional delivery or pick-up of agency items.  Assembles highly confidential and sensitive information. 
• Responds to email and phone calls or takes messages and fields/answers all routine questions when needed.
• Independent judgment is required to plan and organize a diversified workload.
• Provide support for meetings, including setting up presentation equipment, laptop, projector, sound equipment, refreshments, etc. 
• As Front Desk Support, provide support via phone calls, messages, and voice mail; follow up on training attendance; collects and distributes mail; group home receipt processing and group home rent payments; assist with distribution of paychecks and pay “draws”; and Admin On-Call phone programming.
• Interacts with a diverse group of internal/external stakeholders.
• Greet and assist visitors, clients, and staff in a courteous and professional manner.
• Answer and direct phone calls, emails, and other communications.
• Provide administrative support to various members of the administrative team.
• Schedule meetings, manage calendars, and coordinate logistics for events.
• Maintain organized filing systems and ensure accurate record-keeping.
• Assist with data entry, document preparation, and other clerical tasks as needed.
• Food For Lane County facilitation.

Qualifications:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent communication and customer service skills.
• Strong attention to detail and ability to multitask.
• Previous experience in an administrative or front desk role preferred.
• Ability to work independently and as part of a team.

Physical Requirements:

Occasionally = up to 1/3 shift

Frequently = up to 2/3 shift

Continuously = throughout shift

• Standing: Continuously in combination with walking indoors and outdoors.
• Sitting: Occasionally
• Walking: Continuously in combination with standing.
• Worker Mobility: Can change positions frequently throughout work shift.
• Carry/Lift: Occasionally and independently lift and carry 0‑25 pounds.
• Pushing/Pulling: Frequently throughout the work shift.
• Bending/Squatting: Frequently throughout the work shift.
• Reaching/Handling: Use of fingers/hands/arms continuously. Occasional overhead reaching needed.
• Grasping/Squeezing: Frequently throughout work shift.
• Twisting: Frequently throughout work shift.
• Climbing: Occasionally ascend or descend stairs or ramps indoors or outdoors.
• Crawling: 0% of the time.

Social Skill Requirements

• Ability to positively interact with residents, co-workers, and management.

Aptitude Requirements

• Must be able to read and write fluently in English; excellent written and verbal communication skills.  Able to perform basic math functions.
• Must have the ability to analyze, reason, and make decisions; excellent organization skill and be detail-oriented.
• Must be able to learn and retain new skills.
• Graphics or desktop publishing experience preferred.
• Experience with Word, Publisher, PowerPoint, Prezi, Access, HTML and Outlook preferred.
• Type and design general correspondence, memos, charts, tables, graphs; proofreads copy for spelling, grammar and layout, making appropriate changes.  Responsible for accuracy and clarity of final copy.
• General knowledge of secretarial, office administrative procedures and operation of standard office equipment.  Work requires continual attention to detail in material preparation and interaction.
• Must maintain a high level of confidentiality. Position continually requires tact and diplomacy.
• Ability to pass a full criminal history background check.

​​​​​​​Environmental Factors:

• Most work is performed in an office environment.
• Occasional exposure to outside elements.
• Occasional driving of vehicle.
• Work is in a fast-paced environment and requires the ability to juggle and prioritize multiple, competing tasks and demands, and to seek assistance as needed.