Administrative Services Representative at CAPITAL AREA INTERMEDIATE UNIT

Enola, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

16 Jan, 26

Salary

43900.0

Posted On

18 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Secretarial Skills, Office Administration, Technical Skills, Data Entry, Confidentiality, Detail Oriented, Punctuality, Emergency Response, Clerical Duties, Scheduling, Communication, Vending Machine Management, Mail Management, Copy Operations, Event Coordination

Industry

Education Management

Description

Job Details Job Location: CAIU MAIN OFFICE - ENOLA, PA Position Type: Full Time Education Level: High School/GED Salary Range: $35120.00 - $43900.00 Salary Job Shift: Day Job Category: Admin - Clerical Description Salary: $35,120 - $43,900 (depending on experience) Schedule: Monday - Friday, 7.5 hours/day, 260 days/year Job Goal: To serve as the front lobby receptionist and administrative services secretary; duties include, but are not limited to answering the phone, greeting visitors, and maintaining reception area in a manner that is professional, diplomatic, and complies with confidentiality requirements; provide support to the members of the administrative services team (Business & Operations, Administration, etc.); manage the mail and copy operations of the Enola office; perform internal/external conference room secretary duties; serve as substitute receptionist at Hill Top Academy & Capital Area Early Learning Center. Performance Responsibilities: 1. Perform clerical duties such as answering the telephone; directing callers appropriately; providing callers with information such as company address, directions, company fax numbers, company website, and other related information. 2. Welcome and greet visitors entering the Enola building; provide meeting room directions. Assist families with appointment check-ins, information requests, and other assistance needed. 3. Maintain employee/department directories and appointment calendars along with other event calendars and fundraiser calendars as the need arises. Collect and be accountable for any money collected at the reception desk related to these events/calendars. 4. Perform clerical duties such as distributing interoffice mail, filing, faxing, and any other clerical duties as needed. 5. Maintain vending machine account and place calls for service as needed. 6. Provide support to the members of the Administrative Services Team on tasks and projects as needed; maintain and update spreadsheets and/or databases and files for members of the Administrative Services Team as needed 7. Process copy requests from CAIU staff and partnered groups. 8. Assist in maintaining the safety and security of the Enola building by keeping up to date with CAIU’s current safety and security procedures, and by attending any necessary safety trainings; monitor visitor logs and meeting room sign-in sheets; and by contacting the Supervisor of Safety and Security when concerns arise that need immediate attention. 9. Sort incoming/outgoing mail, applying postage in coordination with the post office. 10. Bind books, maintain equipment, and order supplies as necessary. 11. Oversee conference room scheduling and billing for outside agencies, including room reservations and set-ups, securing necessary contracts and insurance information, and invoicing. 12. Oversee the maintenance of copiers, postage machines, and fax machines as well as applicable postage and shipping accounts for the Enola Office. Order supplies and parts as needed, replace parts, clear jams and place service calls as needed. 13. Oversee and maintain daily building meeting and workshop schedules using the CAIU scheduling system. Assist presenters, attendees, and staff members with any issues regarding the scheduling system or room needs. 14. Provide periodic clerical assistance to various Intermediate Unit departments as directed by the Supervisor of Safety & Security/designee. 15. Serve as a representative on any CAIU cross-functional team and/or committee (s) as assigned. 16. Assume any other responsibilities as assigned by the Supervisor of Safety and Security/designee. 17. Assume any other responsibilities as assigned by the Executive or Assistant Executive Director/designee. Qualifications Qualifications: 1. High School Diploma or GED. 2. Six months of experience preferred including time spent in preparatory positions such as customer service, secretarial or office administration. 3. Proficient technical/data entry skills using all Microsoft Office Suite products. 4. Ability to use discretion and maintain confidentiality in handling sensitive matters. 5. Detail oriented; able to effectively and accurately proofread and edit data including language and numbers. 6. Dependable and punctual. 7. Ability to react quickly and effectively in emergency situations.

Responsibilities

The Administrative Services Representative serves as the front lobby receptionist and administrative services secretary, handling phone calls, greeting visitors, and maintaining a professional reception area. Additional duties include supporting the administrative services team, managing mail and copy operations, and overseeing conference room scheduling.