Front Office Administrative Assistant

3 weeks ago

Nashville, United States Graham Full time

Position:             Front Office Administrative Assistant

Status:               Full-Time Hourly (40 hours)

Location:            Nashville, TN

Hours:                 Up to 5 year Contract Position possible, 5 days per week, from 8am-5pm (1-hour lunch)

 

*Strong English skills and telephone etiquette, with strong written and verbal communication*

 

ABOUT THE ORGANIZATION:

Welcoming and pleasant legal office environment with positive coworkers and supervisors. Located right in Nashville, this is an incredible resume-building administrative job opportunity to work at the front desk in a professional environment, for up to 5-years of stable income (with small increases in pay every year). If you are a dependable, hard-working, trainable individual who is great answering phones and greeting visitors, and able to handle a wide range of office administrative tasks, we encourage you to apply for this role within a highly reputable office that serves an important function in the federal government. A monthly parking stipend will also be provided for you to cover your parking costs.

 

COMPENSATION & BENEFITS:

  • Long-term full-time job opportunity in a highly reputable office
  • Monthly Parking Stipend
  • 11 Paid Federal Holidays
  • Paid Sick Time
  • Paid Vacation
  • Free FinFit Financial Wellness Benefit
  • Free Personal Financial Training Library Benefit
  • Shopping Discount Program, Workplace Advantage
  • Employee Assistance Program:

o   Counseling

o   Legal & Financial Consultations

o   Pharmacy Discount Card

 

ESSENTIAL FUNCTIONS and RESPONSIBILITIES:

  • Provides support for "Front Desk " reception, which includes meeting and greeting visitors, logging them into the visitor system and notifying the person they are here to see.
  • Answers the telephone politely and forwards the call, takes messages and delivers to the appropriate individual, or screens calls for referral to a different agency if needed. Note that Court calls must be sent to the appropriate legal staff that will properly respond to the call.
  • Escorts visitors for the Administrative Division (maintenance personnel, service technicians, shred company, etc.).
  • Maintains supply stock levels in all the supply locations and notifies Procurement when supplies need to be re-ordered.
  • Helps to maintain the supply stock rooms and ensures they are clean and organized.
  • Sends out mail by taking certified mail to the post office 4 blocks away.
  • Checks copier levels of paper, toner, staples, waste toner level and general workability. Notifies IT if there are any errors.
  • Moves supplies and equipment that arrives to the proper storage or staging area at the direction of the Administrative Division staff that is responsible for said items.
  • Assists receptionist in assignment of conference rooms, applying postage to letters/packages and certified mail. Receives and ships UPS/FedEx. Receives and distributes hand delivery items to internal staff and visitors as appropriate.
  • While manning the front desk, monitors the security cam CCTV of the exterior doors, resets the alarm panel when needed and communicates with the MegaCenter of the status of alarms that go off.
  • Operates copying machine. Displays working familiarity with essential machine features to ensure the required number of copies are produced in the proper format. Collates and staples material as necessary.
  • Sorts and arranges material for filing and files material in alphabetical, numerical or chronological order. Locates filed material based on working knowledge of office filing system. Receives case files or other materials which have been classified and files under established file headings.
  • Regular, dependable attendance and consistent satisfactory or above job performance.
  • Perform other related duties, as assigned.

 

EXPERIENCE AND REQUIRED QUALIFICATIONS

  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
  • Skill in greeting and interacting with people in a courteous and tactful manner.
  • Skill in operating computers and printers to produce a wide range of documents.
  • Education: At minimum, a high school diploma or GED.
  • A minimum of three-year experience with clerical duties in a professional environment.
  • Strong English communication skills, both written and verbal.
  • Friendly and personable with excellent telephone etiquette.
  • Strong filing abilities, comfort with office equipment, and maintaining office supplies

 

PHYSICAL DEMANDS

MUST INCLUDE:

  • This position routinely utilizes standard office equipment such as laptops, computers, phones, photocopiers, and filing cabinets, in a home office as well as an in-person office environment.
  • Ability to lift/move up to 20 pounds.
  • This position is generally performed in a professional office setting; 70% sitting, 20% standing, and 10% walking.
  • The physical requirements described are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with a qualifying disability to perform the essential functions.

GENERAL INFORMATION: Applicants are assured of equal consideration regardless of race, age, color, religion, national origin, gender, GINA, political affiliation, membership or non-membership in employee organization, marital status, physical handicap which has no bearing on the ability to perform the duties of the position.

Additional information:Employment type: Full-time

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