Under the general supervision of Building Services Manager, staffs CSBA’s front desk and acts as the main point of contact to answer phones, greet visitors, staff, vendors, and members of the community; performs a variety of clerical duties of a routine and recurring nature, including typing, filing, receiving incoming and processing outgoing mail; monitors and orders supplies; assists and works with other departments as needed; sound judgment is required to plan, prioritize, and organize diversified workload; relies on experience and judgment to plan and accomplish goals; performs a variety of other duties as assigned.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Greets all visitors courteously, determines needs, provides information within scope of knowledge and/or refers to appropriate individual or department.
- Assists callers with on-line registration, travel, and accommodation information for webinars, trainings, etc.
- Uses a multi-line phone and monitors voice mail.
- Receives sorts, date stamps, and distributes all incoming mail (including invoices and registrations), packages and other deliveries; processes outgoing mail daily, adds postage, and sorts for delivery.
- Performs clerical duties as assigned; create and modify documents, signs, reports, etc; scan documents and file e-copies in appropriate file.
- Assists departments with mail and other projects.
- Maintains and updates conference room reservations; prints and distributes weekly conference room schedules.
- Receives and logs in Building Services Requests, processes and forwards to appropriate individual; coordinates building maintenance projects.
- Updates and maintains CSBA’s internal phone list.
- Uses office machines such as computer, typewriter, adding machine, mailroom equipment, photocopier, and other standard office equipment.
- Maintains office equipment, places repair requests with service provides as needed.
- Maintains office supplies; orders replacements as needed.
- Participates on the Safety Committee; checks building for safety concerns.
- Performs other duties as assigned.
- Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
- Demonstrates respect, honesty and professionalism at all times.
- Adheres to an established work schedule and the organization’s timekeeping practices.
- Organization and function of non-profit organizations, boards, and commissions; the mission and values of the CSBA.
- Administrative principles and practices of business letter writing, report formatting and preparation, data collection, information management, record keeping principles and procedures, and business mathematics and statistical techniques.
- Knowledge of building safety and security issues and knowledge of OSHA regulations and standards to assist in developing workplace health and safety standards to provide a safe and healthful workplace.
- Computer applications related to the work, including word processing, database entry and management, spreadsheet applications, mailroom equipment, and calendaring/scheduling programs.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.
- Understand the organization and operation of the Association and outside agencies as necessary to assume assigned responsibilities.
- Perform responsible application of specialized program-related knowledge to support organizational unit with accuracy, speed, and general supervision; interpret, apply, and explain administrative and departmental policies and procedures; provide customer service for program-related inquiries and related requests.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Compose correspondence and reports from brief instructions; make accurate mathematical, financial, and statistical computations; enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Apply knowledge and demonstrate common sense and good judgment, participate in and/or coordinate various projects involving participation of other departments; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Promote the mission and values of the Association by exhibiting the Association’s values of integrity, collaboration, excellence, accountability, innovation, respect, and values; use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines; establish, maintain, and foster positive and effective working relationships with those contacted in the course of performing duties and responsibilities.
- This position has no supervisory responsibilities.
EDUCATION & EXPERIENCE
- Any combination of training and experience equivalent to a high school diploma or higher with major coursework in business administration or management related field with two (2) years of progressive, responsible administrative experience, preferably in human resources, education, or other non-profit settings; experience providing administrative support to management and coordinating meetings is desirable.
ENVIRONMENTAL ELEMENTS & PHYSICAL DEMANDS
- Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
- Employee is personally responsible for following health and safety guidelines, instructions, and policies.
- Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, and over the telephone; must be able to bend, stoop, kneel, reach, push and pull drawers open and closed in the execution of duties.
- Must be able to sit at computer for long periods of time and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
- Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds, hand truck available to assist.
- May be asked to work occasional overtime, evenings, nights, weekends, and holidays for activities that are required to be done after-hours.
- Limited vacation during peak periods.
LICENSES & CERTIFICATIONS
- Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.