Description Serve as the first point of contact for the agency as the front desk receptionist with duties including, but not limited to:
- Greet visitors
- Answer incoming calls
- Check and follow up on general voicemail messages
- Reply to general inquiry emails
- Provide information via email, telephone, and in-person communication
- Maintain front desk security by following procedures
Provide a wide range of administrative support functions including, but not limited to:
- Ensure stamps are available daily
- Create mailing labels for packages and large envelopes
- Receive, sort, and distribute mail to appropriate staff members
- Ensure that the lobby Community Resource Bulletin Board postings are up-to-date
- Keep adequate stock of up-to-date applications, forms, and resource handouts
- Maintain accurate signage on display at front desk and front door
- Check daily for incoming faxes, print, and distribute to appropriate staff members
- Coordinate pick-up and delivery of mail and packages
- Receive packages as delivered and notify relevant staff member of its receipt
- Prepare checks for deposit and occasionally take the daily deposit to local banks
- Drop off outgoing mail at USPS drop box or post office
- Maintain safe and clean lobby area by complying with procedures, rules, and regulations
- Assist Administrative Coordinator in the ordering, receiving, stocking, and distribution of office supplies
- Contribute to special projects as assigned
General - Establish and maintain a positive, supportive, and cooperative work environment
- Maintain knowledge and understanding of Housing Kitsap's programs
- Take proper safety precautions, anticipate unsafe circumstances, and act accordingly to prevent accidents
- Act responsibly for the safety of self, others, materials, and equipment
- Meet established deadlines
- Use all required safety equipment
- Display initiative to resolve problems and capitalize on opportunities
- Promote cost-effective use of the organization's resources
- Perform other duties as assigned
Requirements EDUCATION: HS Diploma or GED.
EXPERIENCE: One year of administrative assistant experience with at least six months of receptionist/customer service experience; or substituting post-high school course work or training in secretarial skills or, a combination of education, experience, and training that indicates the ability to successfully perform the essential functions of the position listed above.
KNOWLEDGE OF:
- Proper customer service handling;
- Proper methods of handling, receipting, and maintaining records of money received;
- Business English, spelling, punctuation, and arithmetic;
- Accepted office procedures and practices;
- Record keeping and filing systems/practices;
- Microsoft Office programs such as Word, Excel, and SharePoint
ABILITY TO:
- Understand and follow oral and written instructions of a complex nature;
- Communicate effectively both orally and in writing;
- Use tact and courtesy when explaining difficult procedures and regulations to the general public;
- Type or word-process quickly and accurately;
- Prepare detailed daily receipt records, and financial and statistical reports;
- Operate standard office machines such as computers, calculators, fax machines, copy machines, scanners, and telephones;
- Understand organization structure and identify personnel in order to explain HK or department policies or functions;
- Deal with the public tactfully and courteously in person and on the telephone;
- Establish and maintain cooperative and effective working relationships with those contacted in the performance of work;
- Maintain regular, reliable, and punctual attendance.
PREFERRED QUALIFICATIONS: - Associate degree or vocational training in clerical administration
- Two years of clerical or related experience