Administrative Assistant/Receptionist

Job Description

Job Description

Job title : Bookkeeper / Office Support / Receptionist

Reports to : Office Manager / CFO

FLSA Status : Non-Exempt (Hourly) / Full Time

Date Issued : October 2022

POSITION SUMMARY :

The Bookkeeper / Office Support ensures the efficient day-to-day operation of the office and support the work of Executive management and other administrative staff.

The Bookkeeper / Office Support will assist with Accounts Payables according to established procedures, or as directed by Management.

He / she will support HR and Fiscal departments, including in the maintenance of information systems for record keeping and reporting, serving as a back-up for Bookkeeper / Receptionist.

ESSENTIAL JOB FUNCTIONS :

Through the employee’s own efforts, the employee accomplishes the following essential functions :

• Maintain a system for efficient record keeping regulatory compliance and reporting.
• Maintains a filing system including employee files & vendor files.
• Update office binders as directed by management.
• Maintains employee phone list and outside contacts list (back-up to Bookkeeper / Receptionist).
• Keep records up to date and manage dead filing according to protocols.
• As needed, develop new systems to assist with the efficient management of records.
• Answer incoming phone calls, record messages and makes follow-up calls.
• Represent Highland Park CDC main office in a positive, welcoming manner when interacting with clients, vendors, and all other internal and external stakeholders.
• Ensure that urgent messages / issues are communicated in a timely manner to appropriate parties via a phone call, email or text as needed.
• Support the administration of human resources and operations functions.
• Assist with new employee orientation as needed.
• Obtaining new-hire documents as needed from candidates and new hires.
• Leverage organizational skills to efficiently coordinate and manage organizational communications.
• Schedule appointments and maintain appointment documentation and calendars either electronically or manually.
• Process and receive internal and external mail.
• Schedule appointments for Fiscal, HR and executive staff members, assist with monthly Highland Park CDC Calendar.
• Arrange office meetings, reserve office space.
• Coordinate and process shipping via UPS, FedEx, USPS, and other means as needed.
• Receive, open and sorts incoming mail.
• Process and / or create merge mailings and mass mailings to employees when necessary (for information distribution, etc.).
• Ensures there is adequate inventory and stock of various supplies.
• Maintains a system for ensuring there is an adequate inventory and a system for ordering supplies in an efficient manner.
• Adheres to all purchasing policies for ordering supplies.
• Perform administrative support tasks :
• Creates and / or revises various forms and reports.
• Type correspondence as requested and as needed.
• Coordinates the maintenance and repair of office equipment.
• Performs accounting / fiscal functions :
• Helps process Accounts Payable transactions according to established company policies and procedures.
• Performs monthly / quarterly / yearly petty cash, laundry, MetroCards and inventory audits.
• Keeps files / reviews closed Purchase Orders.
• Assists with expense reports and pulling on necessary back up as needed for provider.
• Upload necessary information and documents needed in provider systems.
• Filing monthly, weekly and quarterly report and site budget and contract material.
• Perform other job duties and special projects assigned by management.

QUALIFICATIONS :

To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or ability required.

• Minimum Required Education & Experience :
• HS Diploma or GED required.
• Bookkeeping experience.
• 5 years of clerical / administrative experience.
• Preferred Education & Experience :
• 2 years of college preferred.
• Computer Skills :
• Proficient in computer software programs (Word, Excel, Power Point, CARES, etc.)
• Language skills :
• Excellent verbal and written communication skills. Reads and comprehends simple instructions, short correspondence, and memos;

Writes simple correspondence; Presents information in one-on-one and small groups situations outside stakeholders, clients and other employees.