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Administrative Assistant

2 months ago

West Palm Beach, United States United Way of Palm Beach County Full time
Job DescriptionJob DescriptionPosition Summary

Provides excellent customer service to callers, visitors, donors, vendors, and staff. Receives and directs calls to appropriate locations and parties. Operate multiple telephone line system. May coordinate administrative office services and activities such as coordinating general business activities for themselves and others. Assist with special projects for the organization and assignments for departments as needed.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

  • Answer, assist, and direct all incoming calls to appropriate parties in a professional and courteous manner.
  • Provide excellent customer service to callers, visitors, donors, vendors, and staff
  • Greet visitors and vendors and arrange for them to meet with appropriate staff
  • Maintain security at entrance of building and to office suite
  • Process outgoing mail and open incoming mail daily and distribute to appropriate staff, and log daily receipt of checks/donations
  • Assist with maintaining inventory and order kitchen supplies and shared office supplies
  • Support Finance department as required and assist other departments with special projects as needed
  • Transcribe meeting minutes using recordings from various platforms, i.e., Zoom, MS Teams
  • Assist with completing annual accreditation and compliance reports
  • Utilize computer technologies, systems, and software, i.e., MS Office, MS Outlook, meeting platforms, Andar database, and Microix invoice processing
  • Create and or maintain documents, spreadsheets, reports, i.e., Reception Manual, Organizational and Seating Charts, Guest Registry, visitor parking passes
  • Process Benefit invoices using Excel Allocation Spreadsheets and enter data in Microix for payment processing
  • Exercise good judgment and assume responsibilities for decisions and quality of service
  • Assist, as assigned by management, with the organization's disaster response efforts
  • Perform other duties as opportunities are presented and/or assigned
Minimum Qualifications (Knowledge, Skills, and Abilities)
  • High school diploma or GED, associate's degree preferred
  • Three years of related experience or relevant coursework
  • Proficient in Microsoft Office, specifically Outlook, Word, Excel
  • Excellent customer relationship skills
  • Excellent oral and written communication skills
  • Strong organizational, time management, and interpersonal skills
  • Experience managing multiple in-coming telephone lines
  • Welcoming phone voice, and professional appearance and attitude
Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

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.