Job Details

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 drivers 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 drivers 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