Front Desk Administrative Assistant

GENERAL DESCRIPTION:

Serves as the first point of contact for Child & Family Resources and provides administrative support. Handles the flow of people through the agency and ensures that all receptionist responsibilities are completed accurately and delivered in a timely manner. Reliable, consistent attendance is a requirement and essential function of this position.

SUMMARY OF ESSENTIAL JOB FUNCTIONS:

• Greets, welcomes, directs and announces visitors appropriately.
• Utilizes a multi-line phone system to answer, screen and forward incoming calls while providing basic information as needed.
• Sorts, opens and distributes daily mail and deliveries. Records all checks received in the check log.
• Maintains security by following procedures and controlling access (i.e., issue visitor badges, monitor logbook).
• Takes the outgoing mail to the post office at the close of business each day.
• Ensures lobby, copy area and office supply area are neat and organized.
• Updates lobby monitor daily including conference room and vehicle schedules.
• Provides administrative support to Human Resources, Marketing/Communications, Facilities and other program staff as needed.
• Orders office supplies and maintains inventory.
• Distributes IT equipment (i.e., cell phones, computers) to all agency staff.
• Coordinates the distribution of promotional items.
• Creates and updates department and agency documents and forms.
• Prepares facilities orientation packets and ensures all locations have an adequate supply.
• Updates the Intranet according to staff change forms and document change requests.
• Updates and maintains various lists, reports, calendars and schedules including emergency contact information, space allocations, floor plans, kitchen duty and sign in/out sheets.
• Assists staff with office equipment operation including the copy machine and postage meter.
• Submits monthly office equipment (copy machine, postage meter) reports to Accounting.
• Coordinates office equipment repair and maintenance.
• Maintains fleet vehicle check-in/out logs and makes vehicle reservations as needed.
• Orders letterhead, business cards, name badges and name plates for the entire agency.
• Maintains monthly safety documents for all locations.
• Coordinates front desk back-up coverage as needed.
• Serves as liaison with agency vendors.
• Maintains and coordinates conference room schedules and necessary paperwork with outside groups.
• Performs other duties as required including filing, photocopying, collating, faxing, etc.

REQUIREMENTS:

• High school diploma or GED, and a minimum of two years relevant experience required.
• Bilingual (English/Spanish) required.
• Excellent organizational skills, detail oriented and ability to meet established deadlines while working in an environment of frequent interruptions.
• Strong interpersonal skills including the ability to professionally and effectively interact with individuals at all professional levels including the general public, clients, vendors and staff.
• Proficient in Microsoft Office (i.e., Word, Excel, PowerPoint, etc.).
• Ability to work with minimal supervision, to be resourceful and proactive in dealing with issues that may arise.
• Excellent written and oral communication skills.
• Familiarity with standard office equipment.
• Ability to establish and maintain accurate records.
• Comply with all agency and program policies and procedures including confidentiality, employee conduct, computer usage and dress code.
• Meet program/department’s performance and productivity standards.
• Attend required agency and program/department meetings.
• Adhere to the schedule agreed upon with the supervisor.
• Follow and model CFR’s core values.
• Participate in PQI initiatives.
• Must be eligible and able to obtain a Level one fingerprint card.
• Must have a valid Arizona driver’s license, vehicle and meet agency liability insurance requirements.

ABILITY REQUIREMENTS:

• Sitting for extended periods of time daily; standing and walking short distances.
• Moderate twisting, bending, stooping and lifting up to 40 pounds in the performance of assigned duties.
• Ability to use a variety of office equipment and machines as referenced.
• Normal manual dexterity and eye-hand coordination required.
• Repeated hand-wrist movement required. The nature of the position involves a fast paced working environment with multitasking of many different duties and tasks. General daily priorities may change at a moment’s notice and the position requires quick response time and flexibility.

The nature of the position involves a fast-paced working environment with multitasking of many different duties and tasks. General daily priorities may change at a moment’s notice and the position requires quick response time and flexibility.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Any offer of employment is contingent upon drug test and fingerprint clearance.

At Child & Family Resources, nothing is more important to us than healthy, happy children. We believe that educated parents and a wealth of resources are crucial to a child’s success, confidence, and development. Our team is committed to offering accessible programming that helps parents be the best they can be and allows children to thrive. We have offices in 13 locations throughout Arizona. When you work at Child & Family Resources, you’ll have an opportunity every day to improve the lives of those around you. The teams at our offices throughout Arizona are made up of individuals that reflect their community and are dedicated to helping others. Whether you’re looking for part-time employment or a full-time position, find your home with us. You can make a difference!