Administrative Assistant/Receptionist

Admin

Overview

Support office operations and customer inquiries effectively.

You have:

• High school diploma required; some university education preferred.
• Fluent in English with strong verbal and written communication skills.
• Proficiency in language(s) spoken by IRC’s clients is desired; including Spanish, Arabic, Dari, Farsi, and/or Pashto.
• Demonstrated proficiency with Microsoft Office programs including Excel, Word and Outlook.
• Must be well-organized, reliable, professional, detail oriented and flexible.
• Desire to work as a team member and in a multicultural workplace.
• Must have a valid driver’s license, active insurance policy, and access to reliable transportation.
• In accordance with Arizona State Law, must possess or be eligible to receive a fingerprint clearance card.

Major Responsibilities:

• Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate

staff person or department. Manage flow of visitors during peak periods such as open office hours.

• Answer and direct incoming telephone calls. Take messages and answer basic questions.

• Assist with safety and security measures as required.

• Order and maintain stock of needed office supplies. Review inventory and monitor prices.

• Maintain office equipment including copier, fax, printer, scanner and projector in good working

order. Arrange for maintenance and repair as needed.

• Maintain donations inventory.

• Responsible for making ID badges and maintaining office photo lists.

• Liaise with building super on maintenance concerns. Monitor ongoing required maintenance.

• Liaise with cleaning company on daily service.

• Serve as first point of contact for IT issues, maintain familiarity with servers, network router, and

other system equipment. Monitor telephone system; update voice mail and extensions as needed

for new staff, and maintain office phone list.

• Ensure new staff and interns have access to ID cards, swipe cards and office keys.

• Coordinate calendaring and use of shared spaces such as conference rooms and classrooms.

• Receive and distribute mail. Process outgoing mail and deposit in mailbox on daily basis.

• Maintain physical and digital personnel files, documents, and information.

• Comply with agency policies and protocol.

• Other tasks and projects as directed by supervisor

Key Working Relationships: Position Reports to: Deputy Director, Operations

Job Requirements:

• High school diploma required; some university education preferred. • Fluent in English with strong verbal and written communication skills. • Proficiency in language(s) spoken by IRC’s clients is desired; including Spanish, Arabic, Dari, Farsi, and/or Pashto. • Demonstrated proficiency with Microsoft Office programs including Excel, Word and Outlook • Must be well-organized, reliable, professional, detail oriented and flexible. • Desire to work as a team member and in a multicultural workplace. • Must have a valid driver’s license, active insurance policy, and access to reliable transportation. • In accordance with Arizona State Law, must possess or be eligible to receive a fingerprint clearance card.

Working Environment: • A combination of standard office environment, remote work, and ‘field’ time within the service delivery area to perform the above outlined responsibilities.

Occasional domestic (non-local) travel required; up to 10%

Compensation: Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $143 per month, dental starting at $6.50 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

Qualifications

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Potential interview questions

Added 11 months ago - Updated 10 months ago - Source: rescue.org