Office Assistant / Receptionist Job at The Salvation Army Southern California in

Overview Office Assistant / Receptionist role at The Salvation Army Southern California. Department: DHQ – Business Administration. Position Title: Office Assistant/Reception. Reports to: Administrative Assistant (Business Department). FLSA Status: Non-Exempt, Full-Time. Hourly rate: $16.00 to $17.00. Job Summary Greet and assist visitors and staff in reception area. Provide clerical and logistical office support for Divisional Headquarters. Essential Qualifications High School Diploma or GED equivalency Minimum two years’ secretarial, customer service and/or work-related experience Must be computer literate (Office 365, MS Word, Excel, email – preferably Outlook) with proficient typing skills and the ability to use various software programs. Excellent telephone skills and exhibit a positive and professional attitude Good planning and organizational skills, ability to multi-task, and work under pressure Ability to follow instructions and work with minimal supervision Attention to detail, and provide consistent and reliable follow through Ensure that all receptionist responsibilities are completed accurately and delivered with high quality and in a timely manner Ability to be resourceful and initiative-taking in dealing with issues that may arise Maintain a professional attitude and approach to problem solving Excellent written and verbal communication skills Excellent interpersonal skills, pleasant phone manner Maintain regular and punctual work attendance Must have valid Hawaii driver’s license and clean driving abstract An equivalent combination of training and experience which provides the required knowledge, skills and abilities will be accepted. Preferred Qualifications Ability to operate Cisco multi-line phone system. Working knowledge of mail processes, such as postage machine, USPS mail service, Federal Express; and office equipment, such as copiers, fax machine. Essential Functions Answers all telephone inquiries and/or directs incoming calls to the appropriate people. Serve visitors, in person and on the telephone, by greeting, directing, and announcing them appropriately. Ensure that visitors sign in utilizing the sign-in sheet. Maintain a neat and orderly reception area, mailroom, and general office supply areas. Maintain and update Front Desk resource/reference manuals (including FAQ list, DHQ phone list). Oversees and maintains filing system of all W-9 forms (both in scan drive and hard copy file folders). Prepare and mail check payments in accordance with Finance Department procedures. Compose and type routine letters and emails. Mailroom: Serve as point person for the mailroom (e.g., process outgoing mail; maintain mailroom supplies; refill postage meter; track/report monthly postage usage; maintain mailroom reference/instruction manual). Deliveries: Manage traffic of incoming/outgoing mail and special deliveries at the Front Desk, maintain daily activity log (e.g., in-and-out status of officers/staff, tracking deliveries received at the Front Desk). Collect requests and complete online ordering of office and janitorial supplies. Maintain general office supplies inventory; replenish and order as needed (includes mailroom and main copier) in Administration Building. Office equipment: Help resolve copier and fax machine jams/problems, liaise with support/vendors. Kitchen: Maintain assignment calendar and oversee weekly cleaning. Clean and set up coffee urn in before leaving for day. Vehicle Reservation: Assist with booking and providing reservation services for floater vehicles. Secure Administration building side entrance door at the end of day. Perform deliveries as requested. This may require use of company vehicle and valid Hawaii driver’s license. Performs other duties as assigned. Equal Employment Opportunity Equal Employment Opportunity Employer. Minorities/Women/Veterans/Disabled Seniority level Entry level Employment type Full-time Job function Administrative Industries Non-profit Organizations #J-18808-Ljbffr