Administrative Assistant/Receptionist

The Administrative Assistant/Receptionist is responsible for supporting SpArc Services’ mission by answering incoming calls, directing calls to appropriate locations and providing other general office support while demonstrating stellar customer service skills.

Position Responsibilities

  • Ensures the switchboard is opened promptly and remains in operation throughout office hours.
  • Demonstrates customer service skills adhering to professional phone etiquette standards when answering and directing calls. Greet guests in a professional, friendly, hospitable manner.
  • Answer telephones and directs the callers to the appropriate location. Transfer callers to the voice mail of unavailable employee. Professionally administer all calls, redirecting callers as necessary.
  • Provides callers with information such as address, directions, fax numbers, website, and other related general information.
  • Receives, sorts and forwards incoming mail. Maintains and routes publications.
  • Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
  • Assists in the ordering, receiving, stocking and distribution of office supplies.
  • Assists with other related clerical duties such as photocopying, faxing, filing, collating, preparation and retrieval of materials.  Provides support in preparing for licensing inspections.
  • Responds to internal and/or external information enquiries; resolve problems including routing questions and concerns as appropriate.
  • Maintains the boardroom and office meeting room schedules.
  • Completes the daily attendance record for all staff.  
  • Maintains confidentiality of information as appropriate.
  • Participates in phone coverage rotation.
  • Receives the public and answer questions, in person and by telephone; respond to inquiries from employees, all stakeholders and refer, when necessary, to appropriate person.
  • Operates office machines.
  • Assists in completing bulk mailings, including mailing invitations.
  • Types memos, correspondence, reports, and other documents.

Qualifications

  1. High School Diploma or GED with at least one (1) year prior customer service experience.  Knowledge of office equipment.
  2. Clear criminal and child abuse history, medical and drug screen.
  3. Effective verbal and written communication skills including communicating with people from diverse backgrounds and varied abilities.
  4. Ability to effectively communicate with internal and external stakeholders.
  5. Strong customer service orientation and skills.  Flexible and willing to pitch in as needed.
  6. Demonstrates the organization's core competencies and solid customer service skills.
  7. Organized and able to multi-task, establish and follow priorities. Strong attention to detail.
  8. Effective word processing skills using Microsoft Office products such as Word and Excel.
  9. Ability to effectively interact within all levels of the organization and represent the organization to external stakeholders within the scope of job responsibilities.

Physical Environment/Working Conditions

Routine office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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Please, no phone calls.