Receptionist / Administrative Assistant

General Description: This position provides administrative support to the MISSION UNITED program at the Veteran Resource Center (VRC). The incumbent in this position assists MISSION UNITED management with general activities and ensures the smooth running of the overall office administration. 

Primary Job Responsibilities & Duties: 

1. Greets and directs all clients, volunteers and other visitors with courtesy.  
2. Answers all incoming calls courteously, accurately takes and distributes messages/forward calls to the appropriate individual(s). 
3. Screens and assesses client immediate needs and program eligibility during first point of contact. 
4. Assists with entering Temporary Financial Assistance (TFA) requests in the payment system in accordance with program data guide.
5. This position will serve as a receptionist / front desk back-up and shared support to other UWBC buildings as needed (for example: Colker/Ansin).
6. Responds and refers to crisis calls calmly and quickly. 
7. Receives the mail, Fed Ex, UPS, etc. packages and ensures all mail related items get distributed to the correct people in a timely manner.  
8. Assures visitors sign in and out, maintaining the daily sign in log.  Calls staff when visitors arrive to assure unauthorized individuals does not access offices. 
9. Maintains confidentiality of all materials, and uses judgment and tact in dealing with internal and external inquiries
10. Provides overall day-to-day support to MISSION UNITED management in their area of responsibilities including: general community impact work, and the MISSION UNITED program. 
11. Organizes all aspects of the MISSION UNITED meetings, including but not limited to: meeting scheduling, logistics and printed/visual aids.
12. Maintains quality and accuracy of all board related records including preparing and sending agendas, meeting notices and meeting materials. Record and transcribe meeting minutes.
13. Maintains office, kitchen and client supply inventory and orders. 
14. Assures development and implementation of appropriate procedures for the effective and efficient filing/retrieval systems of documentation, to include files, manuals, proposals, etc.
15. Assists with the planning and implementation of meetings, round tables and training. 
16. Organizes, manages, and coordinates notification; preparation of materials, logistics and transcribing minutes, as requested.

Other Job Duties: 

1. Manages all customer situations, meet commitments, respond promptly to customer needs, and solicit feedback to continually reinforce and strengthen the organization’s brand. 
2. Understands the United Way concept, mission, purpose, philosophy and background to handle routine calls from public in an effective and diplomatic way.
3. Develops and maintain good working relationships with clients, visitors, staff, board members, major donors, volunteers, agency representatives, and guests.
4. Consistently demonstrates good telephone etiquette and courtesy
5. Plans and prioritizes work to meet scheduled deadlines; adjusts personal schedule to assure completion of tasks, assignments, etc.
6. Manages the MISSION UNITED leadership assigned areas expense reports, invoice processing, purchase orders, and ensures completion of timesheet.
7. Maintains up to date information for the MISSION UNITED management assigned areas, including but not limited to program summaries, allocations/grants updates, and training schedules.
8. Assures work is performed within established policies and procedures.
9. Works only under general supervision; uses discretion and judgment in the performance of daily duties.
10. Exhibits leadership and initiative in work habits and adhering to UWBC policies.
11. Performs other administrative duties and assumes other responsibilities as assigned by the supervisors.
12. Due to the leadership role United Way is called upon to play in the community, particularly during times of crisis, it is the expectation that all United Way staff will be fully engaged in the organization's crisis plan and response efforts.

Supervises:  N/A. This position has no supervisory responsibilities. 

Education & Experience: 

• Bachelor’s degree with three plus years’ experience in an Administrative Assistant position role in a professional office environment preferred.
• Minimum of associate’s degree or equivalent from an accredited two-year college or technical school and five years related experience.
• Typing skills, with a high degree of accuracy excellent spelling, punctuation and grammar skills; ability to proofread accurately. Excellent telephone presence and good organizational skills required.
• Must have knowledge of word processing equipment and computers with proficiency required in MS Word, MS Excel, MS Power Point, and other related computer programs as needed.
• Must have strong customer service, communication, documentation, and interpersonal skills. 
• Must have excellent organizational and problem-solving abilities. 
• Ability to work independently and manage multiple tasks simultaneously. 
• Must be self-motivated, compassionate and have a positive attitude.  
• Initiative, analytical ability, high interpersonal relations and the ability to effectively communicate.

Core Competency Requirements:

• Excels at customer service – Serves (treats) all customers (internal and external) with utmost respect and responsiveness in order to deepen relationships and advance UWBC’s mission.
• Drives for results – Has a passion for innovation and risk-taking, meets and exceedsqualitative and quantitative goals in a thoughtful and time-driven manner.
• Commits to the organization – Has the responsibility for aligning one’s own behavior, leadership and commitment with the needs, priorities, goals and cultureof UWBC.
• Embraces diversity and inclusion – Creates an atmosphere that respects and embraces engagement of all people, ideasand backgrounds and aligns with United Way’s values.
• Seizes learning – Able and willing to learn new skills and knowledge and accept new challenges to further UnitedWay’s mission.
• Manages multiple projects and tasks – Effectively manages time and resources to respond to emerging needs while continuing to deliver on organizational goals, objectives and timelines, and seeks help when neededin juggling priorities.
• Personifies teamwork – Demonstrates good collaboration and communication to be effective in any team setting.

Environment & Physical Demands: 

• The office environment is climate controlled (i.e., heated and air-conditioned). Lighting is adequate through overhead lighting as well as windows and blinds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work duties will also entail outside environments and exposure to elements. 
• The employee will also work in a public service delivery environment. Hectic situations can occur in public areas and other facilities characteristic to working with the homeless community and the related concerns and situations related to homeless conditions. Potential exists for volatile and unpredictable situations to occur. May experience exposure to strong odors such as soiled clothes and poor hygiene. 
• Physical demands include sitting and/or standing for extended periods of time; bending; lifting approximately 25 pounds; and regular use of the telephone, copier, fax, and computer. Demands also involve protracted concentration.