Administrative Assistant-Front Desk DeSoto

Description

PURPOSE:

Provides reception and clerical support for Safe Children Coalition-including assisting with correspondence, recordkeeping, reporting, copying, data entry, and database file management. The position reports to the Case Manager Supervisor.  

KEY RESPONSIBILITIES:

• Provides coverage of front desk reception area, receives and directs visitors within the building, answers telephones, routes message, provides general information to the public.
• Maintains a standard and practice of confidentiality and due regard for the needs of clients who are being received into the building.   
• Report to management and perform secretarial duties.
• Receives invoices, budgets, grievances, prepares appropriate forms and tracks transactions. 
• Provides guidance and support to staff in operating office equipment.  
• Maintains office equipment in good order according to vendor instructions. Working knowledge of printers, copiers, scanners, and fax machines.
• Tracks and orders office supplies as approved by the Lead Agency Operations Department.
• Routes/files client documentation to appropriate locations (books, files, records, etc.), with due regard for confidentiality.
• Receives and distributes incoming mail. Processes outgoing mail.  
• Responsible for data-entry, copying, record keeping, and file management as assigned.
• Maintain the phone directory, front desk coverage, early closure signage.
• Open and closure building routine.
• Ensures the lobby, break room, conference room, and visitation room are in good working condition by sanitizing as needed, keeping chairs straight, wiped down chairs when needed, keep brochures and information board tidy, keep entrance floor and door clean. 
• Point of Contact for all Desoto Building needs. Including representing Desoto Office in the Building Security Committee. Reports any issues to the appropriate program- IT (computers, internet, server room), Dex (copy machine, scanner, printer issues), Sonitrol (alarm system), Facilities (building needs, air conditioning, roof/leaks, pest control, plumbing, cleaning company). Works with the contracted providers in scheduling as the office POC.  
• Works with the Background Screening Department to fingerprint clients on Livescan.
• Works as the Desoto Point of Contact for SCC Angels during Holiday time by accepting donations and documenting gift in kind on the appropriate forms. Tracking and scheduling for pickup of gifts.
• Any other appropriate job responsibilities, as determined by supervisor 

Requirements

EDUCATION / EXPERIENCE:

High school diploma or equivalent required. AA degree a plus. Minimum of two years general office experience.