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JOB TITLE: Receptionist/Office Assistant
JOB SUMMARY: The individual is primarily responsible for coverage of the front desk area, managing the conference and meeting rooms as well as assisting in activities related to their usage (building passes for guests, catering, clean-up, etc.), providing limited administrative assistance to the Leland International Hunger Fellows Program, and assisting with the general administrative needs of the Congressional Hunger Center (CHC). The Receptionist/Office Assistant will be able to manage requests for the building management, troubleshoot office machine problems, and handle office supplies and database updates, queries and monthly reports, among other tasks. This individual must be detail-oriented, highly organized, and energetic, and should enjoy dealing with the general public and be able to multi-task. MS Office, including Outlook, Word and Excel required along with excellent communication skills, belief in CHC mission and concern about poverty and hunger issues. Proficiency in working with databases as an end user required.
ESSENTIAL JOB FUNCTIONS include the following. Other duties may be assigned.
Reception and General Office Duties (65%)
- Opening the office at 9:00 am, Monday-Friday
- Meeting and greeting visitors and guests
- Maintaining upkeep of reception area, boardroom, kitchen, meeting rooms and mailroom daily
- Liaising with building management for office needs (A/C issues, leaks, building passes, keys, etc.) and proactively managing office upkeep
- Coordinating conference and meeting room events for fellowship trainings, meetings with outside groups, etc. and handling catering for these events.
- Providing basic technical assistance to staff as they book events in the conference rooms
- Assisting with audiovisual needs in the conference room for presentations and trainings
- Assisting with special events (such as gala)
- Assisting HR Manager with staff birthday celebrations, Holiday party, etc.
- Taking and distributing weekly staff meeting minutes
- Coordinating office security and phone systems
- Updating staff contact information sheet and phone extensions handouts
- Oversee office equipment needs and repair (fax, photocopier, scanner, postage meter, etc.)
- Ordering office and mail supplies and stocking supply room
- Opening, recording and distributing incoming mail; handling outgoing mail
- Photocopying documents, preparing mailings and assisting with other projects as requested
- Maintaining office files storage
- Coordinating timesheet template distribution and collecting completed timesheets from staff
- Coordinating payment and completing check requests necessary for organizational/administrative management (i.e., supplies, delivery services, office maintenance, kitchen needs, catering)
- Assisting the Director, Operations and Special Projects with miscellaneous administrative and IT tasks
- Other miscellaneous functions, as needed
Database Tasks (20%)
- Learning and handling CHC proprietary database
- Conducting all of the organization’s database updates and new entries
- Performing exports, reports, label runs, and mail merges from database
- Initiating monthly reports and reviews under the supervision of the Director, Operations & Special Projects
- Providing basic technical assistance to staff utilizing the database
Leland International Hunger Fellows Program Administrative Assistance (15%)
- Providing miscellaneous administrative assistance to program directors
- Assisting with materials development and logistics for training events
- Coordinating programmatic mailings
- Conducting on-line research and compiling resources
- Providing administrative assistance necessary for the recruitment and selection process
EDUCATION and EXPERIENCE REQUIRED An equivalent amount of training, education and experience will be considered.
- At least two years of college plus one year of office administration OR at least three years experience in office administration.
KNOWLEDGE, SKILLS and ABILITIES which may be representative but not all inclusive of those commonly associated with this position.
- Ability to work with standard office equipment
- Skilled in MS Office applications and Internet usage
- Ability to multi-task
- Knowledge of administrative and office management
- Ability to relate to other people beyond giving an receiving instructions:
- Can get along with co-workers or peers and vendors
- Pleasant and welcoming with CHC visitors and fellows;
- Perform work activities requiring negotiating, instructing, persuading or speaking with others; and
- Respond appropriately to questions , requests or criticism from a supervisor.
- Basic math skills
- Skilled in basic typing
- Skilled at verbal and written communications
- Ability to comprehend and construct memos, letters, and detailed correspondence, and share information in one-on-one situations, as well as participate in group meetings/discussions
- Ability to present information within and outside of the Center, on the Center’s behalf
HOW TO APPLY: Please submit cover letter, resume, and salary requirements to: ROA@hungercenter.org by August 6, 2008.
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