SUMMARY

The Administrative Assistant/Receptionist provides exceptional customer service to all visitors and guests. This position is responsible for maintaining the flow of information for the organization, monitoring visitor logs for security, and undertaking a range of administrative tasks as identified by management.

RECEPTIONIST DUTIES

• Answer telephone. Screen calls and direct them to appropriate staff members.
• Direct messages to appropriate staff members using the voice mail system.  If a staff member’s voice mail box is full, take a detailed message to give to the staff member.  Let the staff member know that their voice mail box is full.
• Update main message and directory of employees and extensions on phone system and with Ritter Communications as needed.
• Collect mail from the Post Office daily; Collect and prepare outgoing mail to take to Post Office.
• Sort incoming payments and donations according to type.  Provide appropriate documentation with deposit records; include any notes or grant award letters received.
• Mail lockbox donations to the bank a minimum of once per week. Prepare lockbox letters for mailing.
• Take cash deposits to bank.
• Greet and sign-in all visitors, agencies, volunteers, and community service workers according to procedure. Notify relevant staff members of their guests’ arrival.
• Distribute materials (e.g. invoices, flyers, USDA Cards, etc.) to agencies after check-in.
• Check and sign for deliveries before informing the relevant staff member of their arrival.
• Manage room rental calendar. Handle contractual agreements, invoicing, setup, and breakdown of rooms.
• Maintain inventory of supplies needed for meetings and events—tablecloths, plates, napkins, plasticware, coffee, coffee cups, coffee lids, creamer, sugar, artificial sweetener, etc.
• Ensure Conference Room is ready for meetings.  Keep cabinets stocked according to list.
• Handle paper and electronic documents, sort and classify content, maintain files precisely.
• Ensure donor and volunteer confidentiality by keeping documents safe and secure.
• Maintain security by monitoring sign-in logs.
• File documents as necessary.
• Sort in-coming mail, write or stamp the date received on the envelope(s), and distribute to appropriate staff.
• Perform general clerical duties as needed by Food Bank staff.
• Enter donations into Donor Perfect from deposit registers and generate appropriate letters and labels.
• Assist in preparing donor letters for mailing.
• Accept and weigh product donations. Complete donation paperwork and distribute to appropriate staff.
• Print agency pick up schedule and notify warehouse staff when agencies arrive to help coordinate order pickup.  Assist with other administrative duties as requested.

GENERAL DUTIES

• Complete monthly AIB inspection forms assigned to you.
• Follow and enforce AIB processes and procedures.
• Fulfill job duties as outlined in the Food Bank’s Disaster Plan.
• Maintain clean reception area.
• All other duties as assigned.

REQUIREMENTS/QUALIFICATIONS

• Ability to handle various projects and tasks simultaneously.
• Excellent interpersonal and organizational skills.
• Ability to work independently and as part of a team.
• Proficient computer skills, including use of Microsoft Office (Word, Excel, PowerPoint).
• Ability to learn new software (Primarius and DonorPerfect).