Part-Time Front Desk Administrative Assistant

1 week ago

Silverdale, United States Kitsap County Consolidated Housing Full time
Description

Serve as the first point of contact for the agency as the front desk receptionist with duties including, but not limited to:
  • Greet visitors
  • Answer incoming calls
  • Check and follow up on general voicemail messages
  • Reply to general inquiry emails
  • Provide information via email, telephone, and in-person communication
  • Maintain front desk security by following procedures

Provide a wide range of administrative support functions including, but not limited to:
  • Ensure stamps are available daily
  • Create mailing labels for packages and large envelopes
  • Receive, sort, and distribute mail to appropriate staff members
  • Ensure that the lobby Community Resource Bulletin Board postings are up-to-date
  • Keep adequate stock of up-to-date applications, forms, and resource handouts
  • Maintain accurate signage on display at front desk and front door
  • Check daily for incoming faxes, print, and distribute to appropriate staff members
  • Coordinate pick-up and delivery of mail and packages
  • Receive packages as delivered and notify relevant staff member of its receipt
  • Prepare checks for deposit and occasionally take the daily deposit to local banks
  • Drop off outgoing mail at USPS drop box or post office
  • Maintain safe and clean lobby area by complying with procedures, rules, and regulations
  • Assist Administrative Coordinator in the ordering, receiving, stocking, and distribution of office supplies

General
  • Establish and maintain a positive, supportive, and cooperative work environment
  • Maintain knowledge and understanding of Housing Kitsap's programs
  • Take proper safety precautions, anticipate unsafe circumstances, and act accordingly to prevent accidents
  • Act responsibly for the safety of self, others, materials, and equipment
  • Meet established deadlines
  • Use all required safety equipment
  • Display initiative to resolve problems and capitalize on opportunities
  • Promote cost-effective use of the organization's resources
  • Perform other duties as assigned

Requirements

EDUCATION: HS Diploma or GED.

EXPERIENCE: One year of administrative assistant experience with at least six months of receptionist/customer service experience; or substituting post-high school course work or training in secretarial skills or, a combination of education, experience, and training that indicates the ability to successfully perform the essential functions of the position listed above.

KNOWLEDGE OF:
  • Proper customer service handling;
  • Proper methods of handling, receipting, and maintaining records of money received;
  • Business English, spelling, punctuation, and arithmetic;
  • Accepted office procedures and practices;
  • Record keeping and filing systems/practices;
  • Microsoft Office programs such as Word, Excel, and SharePoint

ABILITY TO:
  • Understand and follow oral and written instructions of a complex nature;
  • Communicate effectively both orally and in writing;
  • Use tact and courtesy when explaining difficult procedures and regulations to the general public;
  • Type or word-process quickly and accurately;
  • Prepare detailed daily receipt records, and financial and statistical reports;
  • Operate standard office machines such as computers, calculators, fax machines, copy machines, scanners, and telephones;
  • Understand organization structure and identify personnel in order to explain HK or department policies or functions;
  • Deal with the public tactfully and courteously in person and on the telephone;
  • Establish and maintain cooperative and effective working relationships with those contacted in the performance of work;
  • Maintain regular, reliable, and punctual attendance.

PREFERRED QUALIFICATIONS:
  • Associate degree or vocational training in clerical administration
  • Two years of clerical or related experience

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