FRONT DESK ADMINISTRATIVE ASSISTANT

at  Garten Services

ADMINISTRATIVE ASSISTANT SALEM, OR

Translation:https://garten.org/jobs/front-desk-administrative-assistant/

Garten has an excellent opportunity to join our compassionate and hardworking team as an Administrative Assistant. When you join the team at Garten, you become a part of a not-for-profit corporation that changes lives and positively impacts the community. We have a diverse employee base and operate social enterprises to provide job opportunities for people with disabilities. In 2020, we celebrated our 50th-anniversary and have operated continuously and safely throughout the pandemic.
General Position Summary:
Performs general reception duties by greeting customers in a positive and professional manner; provides clerical support to assigned department/site. Uses required office skills to perform duties including, but not limited to, internal and external customer communications, answering and routing telephone calls, word processing, filing, scheduling and reception functions, file organization and maintenance, mathematical computations, record keeping, ordering/maintaining supplies, mail distribution, preparation of reports and other documents; schedules meeting room(s); ensures office equipment is in good operating order. May perform special projects and/or specific job duties for specified division(s).
Essential Functions/Major Responsibilities:

Assigned duties include, but are not limited to, the following:

• Responsible for daily security of assigned building/location and ensures unlocking/opening of facility each morning and locking/closing each evening occurs per established procedures
• Provides clerical support to assigned division/site
• Answers telephone, determines routing and directs calls and/or information positively, accurately, and appropriately
• Greets/assists customers in a positive and professional manner
• Picks up and distributes daily mail; prepares outgoing mail
• Reconciles petty cash fund per procedures
• Orders/maintains office supplies; orders other division supplies as assigned
• Maintains meeting room(s) schedules; ensures room(s) are ready for meetings at all times
• Sets up and maintains files and procedures manuals for assigned division(s)
• Performs word processing, data entry, faxing, and photo copying as requested
• Ensures copy room/machine is always ready for use with ample supplies
• Ensures office equipment is maintained and serviced in a timely manner

Secondary Functions:

• Participates in meetings and on committees as assigned.
• Provides input on ways the organization can create integrated employment opportunities for people with disabilities.
• Provides input on ways to streamline and improve area systems and procedures.
• Provides training/support to clerical trainees or others as assigned
• Performs other related duties as assigned.

SPECIFIC JOB SKILLS REQUIRED:

• Excellent interpersonal skills and customer service skills
• Excellent verbal and written communication skills
• Knowledge of business practices, secretarial and office administrative procedures, and knowledge of use and operation of standard office equipment
• Knowledge of English grammar, punctuation, and spelling
• Ability to operate multi-line telephone system and excellent telephone skills.
• Accuracy in typing, data entry and 10-key
• Ability to actively participate in team development and team-oriented processes
• Ability to read, write, speak, and understand English
• Abilities required include use of discretion, decision-making, and high level of confidentiality
• Ability to operate computer hardware/software (Microsoft Word,
• Excel, Access, Publisher, PageMaker, and PowerPoint programs)
• Ability to make repetitive motions of hand/wrists
• Ability to pull/push/move up to 50 pounds with hand truck and/or pallet jack occasionally during work day
• Ability to bend, twist, stoop, and reach above head frequently during work day
• Ability to lift up to 40 pounds occasionally during work day

EDUCATION AND/OR EXPERIENCE REQUIRED:

• Minimum of 2 years progressively responsible clerical/receptionist experience involving direct contact with the public

• Responsible for daily security of assigned building/location and ensures unlocking/opening of facility each morning and locking/closing each evening occurs per established procedures
• Provides clerical support to assigned division/site
• Answers telephone, determines routing and directs calls and/or information positively, accurately, and appropriately
• Greets/assists customers in a positive and professional manner
• Picks up and distributes daily mail; prepares outgoing mail
• Reconciles petty cash fund per procedures
• Orders/maintains office supplies; orders other division supplies as assigned
• Maintains meeting room(s) schedules; ensures room(s) are ready for meetings at all times
• Sets up and maintains files and procedures manuals for assigned division(s)
• Performs word processing, data entry, faxing, and photo copying as requested
• Ensures copy room/machine is always ready for use with ample supplies
• Ensures office equipment is maintained and serviced in a timely manne