Administrative Assistant - Reception

POSITION SUMMARY

The Administrative Assistant I supports the mission goals and strategic plan of Nevada Donor Network Inc. (NDN) through support of the front desk/reception area and the administration team.

ESSENTIAL FUNCTIONS

Essential Functions Statement(s):

• Provide coverage of answering the telephones during daily scheduled times with ability to answer a multi-line telephone system transfer calls to correct person/department.
• Greet visitors in a friendly manner and direct them appropriately given their reason for visiting. Sign out/in campus badges when appropriate.
• Participate in the travel needs of NDN staff through the email group.
• Assist with clerical duties as directed by NDNs executive assistants.
• Responsible for the office opening and closing procedures.
• Sort and distribute the daily mail to the appropriate staff mailbox and scan mail per department preferences. Update mailboxes in mailroom as may be needed.
• When deliveries arrive at the front desk contact the appropriate staff member.
• Manage and coordinate on-site car wash schedule.
• Provide Holiday Door signs to Inventory per NDN Holiday Schedule.
• Contact Facilities or Inventory for any needs in 2055 such as paper towels tissues hand sanitizer bath tissue report broken items for repair.
• Assist in Conference Room scheduling and shared calendar in Microsoft Outlook.
• Order refreshments for all NDN break areas and scheduled meetings including but not limited to staff meetings and board meetings.
• Support PCD in routing staff birthday cards for SLT signature and mailing out each month.
• Support PCD on confirming massage appointments and filling as may be needed.
• Type initiate and mail routine correspondence as requested.
• Clean and stock kitchen area in main NDN office.
• Clean the conference rooms in the main NDN office.
• Maintain the copy room in the main office ensuring the room stays organized and free of clutter. Keep copy room stocked with all necessary supplies and place an order for supplies when necessary.
• Maintain an up-to-date reception manual for temporary coverage.
• Ability to follow Standard Operating Procedures as set by the company regulatory agencies.
• Maintain high quality of attention to detail.
• Maintain a high level of professionalism in appearance and interactions with staff and guests of NDN.
• Act in a fair and just manner.
• Maintain clear and concise notes.
• Utilize work time to effectively manage daily duties.
• Other duties as assigned.
  
  

POSITION QUALIFICATIONS

Competency Statement(s) Position Specific

Accuracy - Ability to perform work accurately and thoroughly.

Active Listening - Ability to actively attend to convey and understand the comments and questions of others.

Conflict Resolution - Ability to deal with others in an antagonistic situation.

Customer Oriented - Ability to take care of the customers needs while following company procedures.

Detail Oriented - Ability to pay attention to the minute details of a project or task.

Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.

Organized - Possessing the trait of being organized or following a systematic method of performing a task.

Responsible - Ability to be held accountable or answerable for ones conduct.

Self Confident - The trait of being comfortable in making decisions for oneself.

Time Management - Ability to utilize the available time to organize and complete work within given deadlines.

Competency Statement(s) - Company Specific

• Understand and commit to the following:
  • Organizational Core Purpose: To save and heal lives.
  • Core Values: Relentless Joyful Selfless.
  • Strategic Anchors: Mutually beneficial partnerships diverse revenue streams and get to yes: every donor every time

Team Builder - Ability to convince a group of people to work toward a goal.

Communication Oral - Ability to communicate effectively with others using the spoken word.

Communication Written - Ability to communicate in writing clearly and concisely.

Accountability - Ability to accept responsibility and account for his/her actions.

Judgment - The ability to formulate a sound decision using the available information.

Adaptability - Ability to adapt to change in the workplace.

Diversity Oriented - Ability to work effectively with people regardless of their age gender race ethnicity religion or job type.

Compliance Ability of the individual to be in accordance with established guidelines policy standards or legislation.

SKILLS & ABILITIES

Education: High School Graduate or General Education Degree (GED) required; 2 year degree preferred

Experience: Two years of administrative support experience required

Computer Skills: Intermediate skills MS Office programs specifically Excel Word Power Point and Outlook

Certificates & Licenses: None

Other Requirements: None

PHYSICAL DEMANDS

Physical Demands

Stand: O (Occasionally)

Walk: O (Occasionally)

Sit: F (Frequently)

Handling/Fingering: C (Constantly)

Reach Outward: O (Occasionally)

Reach Above Shoulder: O (Occasionally)

Climb: N (Not Applicable)

Crawl: N (Not Applicable)

Squat or Kneel:O (Occasionally)

Bend: O (Occasionally)

Lift/Carry

10 lbs. or less: C (Constantly)

11-20 lbs. : O (Occasionally)

21-50 lbs. : O (Occasionally)

51-100 lbs. : N (Not Applicable)

Over 100 lbs.: N (Not Applicable)

Push/Pull

12 lbs. or less: C (Constantly)

13-25 lbs.: O (Occasionally)

26-40 lbs. : N (Not Applicable)

41-100 lbs.: N (Not Applicable)

N (Not Applicable) : Activity is not applicable to this occupation.

O (Occasionally) : Occupation requires this activity up to 33% of the time (0 - 2.5 hrs./day)

F (Frequently) : Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs./day)

C (Constantly): Occupation requires this activity more than 66% of the time (5.5 hrs./day)

Other Physical Requirements: None

WORK ENVIRONMENT: Non-smoking office.