Receptionist

Purpose: The receptionist provides support to the Executive Director and Business Office Manager of Safe & Sound. This is a full-time position. Under the supervision of the Business Office Manager, this role provides a variety of office management functions, including receptionist, clerical, filing, office organization, events support, and general building logistical tasks.

Essential Functions:

• Serve as receptionist, answering all incoming telephone calls and retrieving all Safe & Sound visitors at the front door.
• Manage office operations, including purchasing and ordering supplies, processing of incoming and outgoing mail
• Assist the Executive Director and Business Office Manager with administrative support as needed
• Maintain the calendar and set up meetings for the Executive Director as needed
• Support the coordination of board meeting and committee meeting logistics including correspondence, minutes, meeting packets, scheduling of meetings, etc. Will attend meetings and take minutes.
• Follow up on assignments from staff and board meetings.
• Prepare weekly bank deposits, create monthly invoices, and prepare mail checks.
• Assist with documentation preparation for weekly and monthly accounts payable processes
• Create and maintain central office records and files, including contracts, related documents, and archival material.
• Administratively assist the Development Department as needed.
• Perform all other duties assigned by the Executive Director, including those involving collaboration with other staff and partners.

Qualifications: This position requires extraordinary attention to detail. Must be able to deal effectively with people at all levels of responsibility. Must be able to work and think independently, problem-solve, have excellent written and oral communication skills, strong organizational skills, have the ability to prioritize work, meet deadlines, and be detail-oriented. Must be cooperative, flexible, and work well with others in all situations. Must seek and accept responsibility and demonstrate willingness to perform new tasks.

• Excellent oral and written skills.
• High level of proficiency in the use of Microsoft Office programs, especially Word, Outlook, Excel, PowerPoint, and Access, as well as internet research.
• Excellent organizational skills.
• Attention to detail and a tolerance for working on multiple projects simultaneously.
• Extraordinary flexibility.
• Ability to use discretion and maintain confidentiality.
• Project coordination experience.
• Upbeat, positive, outgoing, personable, and able to relate well with diverse populations.
• Demonstrated commitment to completion of projects on a timely basis.
• Ability to take initiative, multi-task, and work well under pressure.
• Knowledge of supplies, equipment and/or services, ordering, and inventory control.
• Ability to establish and maintain efficient office workflow/administrative processes.
• Commitment to organization’s mission.
• Must pass both a criminal background check and credit check.

Schedule:

Monday – Friday (9am – 6pm); some evenings and weekends needed for front desk support.