Administrative Support Specialist

3 days ago

Glendale, Arizona, United States International Rescue Committee Full time
Job Title: Administrative Assistant/Receptionist

Requisition ID: req54646

Job Summary

The International Rescue Committee (IRC) is seeking an experienced Administrative Assistant/Receptionist to join our team in Phoenix, AZ. As a key member of our operations team, you will provide administrative support and reception services to our staff and clients.

Key Responsibilities
  • Provide exceptional customer service to visitors, staff, and clients, responding to inquiries and directing them to the appropriate staff member or department.
  • Manage the flow of visitors during peak periods, ensuring a smooth and efficient experience.
  • Answer and direct incoming telephone calls, taking messages and providing basic information.
  • Assist with safety and security measures, including maintaining office equipment and supplies.
  • Order and maintain stock of office supplies, reviewing inventory and monitoring prices.
  • Maintain office equipment, including copiers, fax machines, printers, scanners, and projectors, ensuring they are in good working order.
  • Responsible for making ID badges and maintaining office photo lists.
  • Liaise with the building superintendent on maintenance concerns and monitor ongoing required maintenance.
  • Liaise with the cleaning company on daily service.
  • Serve as the first point of contact for IT issues, maintaining familiarity with servers, network routers, and other system equipment.
  • Monitor the telephone system, updating voice mail and extensions as needed for new staff and maintaining the office phone list.
  • Ensure new staff and interns have access to ID cards, swipe cards, and office keys.
  • Coordinate calendaring and use of shared spaces, such as conference rooms and classrooms.
  • Receive and distribute mail, processing outgoing mail and depositing it in the mailbox daily.
  • Maintain physical and digital personnel files, documents, and information.
  • Comply with agency policies and protocols.
Requirements
  • High school diploma required; some university education preferred.
  • Fluent in English with strong verbal and written communication skills.
  • Proficiency in language(s) spoken by IRC's clients is desired, including Spanish, Arabic, Dari, Farsi, and/or Pashto.
  • Demonstrated proficiency with Microsoft Office programs, including Excel, Word, and Outlook.
  • Must be well-organized, reliable, professional, detail-oriented, and flexible.
  • Desire to work as a team member and in a multicultural workplace.
  • Must have a valid driver's license, active insurance policy, and access to reliable transportation.
  • In accordance with Arizona State Law, must possess or be eligible to receive a fingerprint clearance card.
Working Environment

A combination of standard office environment, remote work, and 'field' time within the service delivery area to perform the above outlined responsibilities.

Occasional domestic (non-local) travel required; up to 10%.

Compensation

Posted pay ranges apply to US-based candidates. Ranges are based on various factors, including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience, and skills relative to the defined job requirement.

US Benefits: We offer a comprehensive and highly competitive set of benefits, including 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plan with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

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