The Administrative Receptionist at St. Mary’s Food Bank is responsible for providing excellent customer service in a high-volume office environment routing calls via multi-line phone system for five facilities while greeting visitors in a pleasant and professional manner and providing general administrative support at the food bank’s main campus. A Spanish-speaking, bi-lingual candidate for the role is desired to best serve our neighbors.
Essential Functions
- Answers all telephone calls with a professional courteous manner. Provides callers with information requested and forwards calls to the proper department and/or staff member.
- Greets and direct visitors promptly, and oversees visitor badging.
- Prepares parking signs and creates welcome signs in the lobby for visitors as requested.
- Works with the Executive Assistant and the Finance Department to coordinate birthday gift cards for staff.
- Maintains a written and physical inventory of breakroom supplies. Distributes and records supplies provided to Sanitation staff.
- Maintains reception area and all common areas in a clean and tidy manner at all times.
- Prepares, logs and processes outgoing mail to include accurate weighing; coding; sorting; postage; properly and preparing certified/overnight/return receipt mail for outgoing Federal Express/UPS/USPS packages and shipments with timely notification to staff upon receipt.
- Sorts and processes incoming mail to include notifying staff when they have received mail or packages.
- Assists in other administrative duties as needed and assigned by executive administration, CEO, Senior Team or other management personnel.
- Maintains knowledge of current postal regulations and services and ensures postage system is operational. Informs supervisor of postage needs when required.
- Respects confidentiality in discussing staff, volunteers and organizational matters, fiscal and personnel related information.
- Maintains and monitors office supply inventory. Requests office supplies in a timely manner.
- Maintains a thorough working knowledge of and adheres to all policies and procedures.
- Develops, gains, and maintains comprehensive knowledge of the Food Bank and community resources; Provides information, referrals and follow-up.
- Prompt and professional routing of all incoming faxes to the appropriate staff person through e-fax and/or facsimile machine.
- Completes additional tasks and projects as assigned.
Performs all functions according to established policies, procedures, regulatory and accreditation requirements, as well as applicable professional standards. Provides all internal/external customers of St. Mary’s Food Bank with an excellent service experience.
Scope and Complexity
May interact with all levels of leadership, employees, agency representatives, community neighbors, volunteers, external vendors, and clients.
Physical Demands/Environment Factors
- Requires extensive sitting with periodic standing and walking.
- May be required to lift up to 20 pounds.
- Requires significant use of personal computer, phone and general office equipment.
- Needs adequate visual acuity, ability to grasp and handle objects.
- Needs ability to communicate effectively through reading, writing, and speaking in person or on telephone.
- May require off-site travel for administrative errands
Minimum Qualifications
- High school diploma or G.E.D certification / college degree desirable.
- Minimum of two years relevant office experience.
- Bilingual in Spanish a must.
- Effective verbal communication skills.
- Comfortable multi-tasking and prioritizing tasks without guidance.
- Ability to type 35 WPM.
- Moderate ability to use all Microsoft Products (Outlook, Excel, Word, Teams, etc.)
- Punctual with strong attendance history.
Skills And Abilities
- The ability to prioritize multiple tasks and duties is essential
- Enthusiastic, vibrant team player with can do/positive attitude.
- Strong customer service and professional telephone etiquette skills.
- Strong interpersonal skills in dealing with a diversity of customers.
- Excellent written and oral communication skills required.
- Ability to multi-task with minimal supervision.
- Effective organization and time management abilities.
- Detail-oriented work manner.
- Ability to handle pressure and stay calm in fluid situations.
- Professional familiarity with office equipment: telephone/voicemail systems, computers, MS office, copiers, fax machines, laminating equipment, etc.
- A commitment to the Food Bank’s Mission and Values
