Gleaning For The World Job Title: Administrative Receptionist Immediate Supervisor: Comptroller Number of direct reports: 0 Status: Non-Exempt Job Summary: Provides administrative support to the management team (President, Vice President and Comptroller). Duties to include general clerical, receptionist, reporting as required and project based work. To consistently project a professional business image in all ministry interactions. Primary Job Duties: • • • •
Answers incoming calls, determines the purpose of the calls, and forwards to the appropriate personnel or department. The expectation is the phone will be answered by the second ring. Takes and delivers phone messages. Messages to include: Date; Name of person calling; reason for call if appropriate and phone number. Maintain the donation log and generate thank you letters to both product and financial donors. Letters should be generated the same day as the donation occurs and submitted to the President for signature. Work under the direction of the Volunteer Coordinator to maintain the schedule of incoming volunteers.
General/ Clerical and Administration Duties: • • • • • • • • • • • •
Pick up mail daily from the Post Office on the way in to work. Drop off both the deposit and the mail daily. Copy/Fax/ Scan as needed. Send out companywide e-mails under the direction of management. Maintain and order office supplies under the direction of management. Ensure office equipment is in working order and properly supplied; including sufficient funding for the postage machine. Organizes and maintains common area, so as to present a neat and efficient appearance. This includes the sink area. Responsible for the maintenance of the coffee supplies and the preparation of the morning and afternoon coffee. Maintain President’s calendar. Assists in the preparation of GFTW staff meetings and employee events. Including the preparation of the Staff Report for the weekly Monday staff meeting. Ensures the conference room is neat and clean before any event and all material and supplies are present before the meeting. Maintain the Employee Birthday and Contact lists.
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Support and coordinate activities pertaining to Employee Relations. Data entry to facilitate the reporting of volunteer activities. Assist in the preparation of professional presentations in PowerPoint or Word format. General Administrative support to the President; Vice-President and Comptroller. Responsible for the distribution of e-mail to the appropriate staff from the general inquiry e-mail box.
Receptionist: • • • • • •
Welcomes onsite visitors, determines the reason for the visit, and announces visitors to the appropriate staff members. Provides general information in response to inquiries about GFTW, its mission, activities or personnel. Generate, maintain and distribute the receiving paperwork for walk in product and financial donations. Coordinate and manage communications of the ministry throughout the day. Monitor staff as to who is in and out of the office for safety purposes. Responsible for the submission of the usage reports on office equipment.
Other Duties and Skills: • • • • •
Cross train in additional areas of responsibility within GFTW. Comply with all appropriate OSHA safety regulations and the GFTW employee handbook. Good driving record. Ability to be flexible in hours. Any other duties or projects as determined by the needs of the ministry.
Required Skills: • • • • • •
Must be proficient in Excel, Word and PowerPoint. (More than basic computer skills) The work requires ability to use and maintain directories, lists and other data bases. This position requires a professional demeanor over the phone and in person, and the ability to speak clearly, show diplomacy, courtesy and good judgment with public contacts. Must be able to complete a task with minimum supervision and multiple interruptions. Strong detail and follow up skills essential. Ability to complete work in a priority order, meeting a high degree of professionalism, quality and craftsmanship. Ability to effectively present information to management and staff verbally or in writing format utilizing excellent interpersonal and professional customer service skills. Strong written and verbal communication skills to function will all staff levels.
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Must be reliable, punctual and consistent in all job duties and responsibilities. Able to effectively handle potentially stressful situations in a calm and professional manner.