Part-Time Administrative Assistant and Receptionist

Access Services is hiring an Administrative Assistant and Receptionist to join us in our Bethlehem, PA office! As a nonprofit organization serving Eastern Pennsylvania, our mission is to empower and serve people in need of specialized supports by providing innovative services that improve their ability to live fulfilling lives in the community.  

A successful Administrative Assistant and Receptionist with Access Services will be knowledgeable of administrative tasks, friendly, outgoing, polite, and able to handle stressful situations with grace. These skills are important as this person will be the first point of contact for Access Services in the Bethlehem office. They will be welcoming visitors and staff members at the front desk, managing incoming phone calls and inquiries with professionalism, and ensuring those inquiries are directed appropriately. 

The Administrative Assistant and Receptionist will provide high-quality administrative support and customer service across the organization, including scheduling assistance, coordinating with vendors and service providers, and supporting special projects. This includes office space management, ordering supplies and equipment, mail pick up and distribution, welcoming and directing visitors and clients, answering phone calls, records maintenance, copy/print services, and office maintenance. Another crucial part of the role is supporting the office manager in facilitating efficient office operations, procedures, and the use of equipment. 

Essential Functions 

• Provide front desk coverage with a welcoming and friendly presence. Deliver excellent customer service to clients, visitors, and staff members. 
• Open and close the office daily. 
• Monitor and operate the front door security system, including surveillance cameras, to ensure the safety of clients and staff. 
• Enforce and maintain visitor protocols. 
• Answer incoming calls, respond to inquiries and complaints professionally, and direct calls as appropriate. 
• Sort and assist with incoming and outgoing mail and packages. 
• Perform the weekly walkthrough of the offices and common spaces and report any issues accordingly. 
• Perform data entry functions as needed. 
• Run monthly copier and meter reports as needed.  
• Ensure that the office is adequately stocked with needed supplies. This includes the printer room, kitchen areas, conference rooms, etc.  
• Assist in managing conference room reservations.   
• Assist with the Work Order Request Ticket system.  
• Use office management software and spreadsheets to research, track, and document projects, operations, and vendor invoices. 
• Help coordinate appointments and meetings, conduct research, manage external correspondence, and distribute reports. 

Candidate must meet all qualifying and ongoing job criteria including background checks, DMV history, physical examination results, and clearances.  

Education: High School Diploma or equivalency is required. 

Experience: One (1) year of directly related administrative experience is required. Receptionist experience is preferred.  

Knowledge, Skills, and Abilities:  

• Effective communication skills.  

• Highly organized, detail-oriented, and accurate record-keeping skills. 

• Ability to handle multiple tasks efficiently and accurately. 

• Strong problem-solving skills. 

• Proficiency in workplace applications, platforms and technologies including, but not limited to: Outlook, the company intranet, Canon print, Microsoft Office Suite, Adobe, smartphone/iPad, and the company phone system. 

Essential Working Conditions/Physical Demands: Work in a standard office environment. Utilize desktop computer equipment on a daily basis. Able to lift or move items associated with sedentary work and light work (exert up to 20 lbs.) Routinely travel to offsite locations and regional office locations as necessary. May require the same physical and lifting requirements as an employee who regularly provides direct care should they be needed to assist. 

Schedule and Compensation:    

• The part-time schedule is 24 hours/week with up to an 8 hour shift per workday. The open shifts are between the hours of 8AM-6PM Monday-Friday. We can discuss what days work best for you! 
• The hourly rate for the position starts at $17/hour, with increases based on education and experience.  

All employees receive the following benefits: 

• Mileage Reimbursement, paid travel time between worksites 

• Employee Assistance Program (EAP) 

• Referral Bonuses 

• Ongoing Training 

• Discounts on various services, perks with local Credit Unions, college tuition discounts 

If working 20 hours or more, benefits also include: 

• Paid Time Off, Tuition reimbursement, 401k match. 

Access Services is an Equal Opportunity Employer.