Administrative Assistant - Front Desk - Part-Time
The Family Tree Baltimore, MD
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SUMMARY: This position is part-time (21 hours weekly) with the primary responsibility is to cover the Front Desk and provide overall administrative support for The Family Tree.  In addition, interfaces with the Board of Directors, staff, funders and external customers.

 RESPONSIBILITIES:

 Telephone

  1. Check for messages from General Mailbox and distribute message via email.

  2. Receive/Transfer Incoming Calls.

  3. Send emails to staff with phone message information when a caller would like to leave a message with the receptionist as opposed to voicemail.

  4. Track calls and walk-in information on Reception Area Call Volume Log.

  5. Oversee updates and changes to the receptionist phone display of names.  Work with Helion on updates.

  6. Annually, send to Helion an early and closing schedule for the phone system.   

 Reception

  1. Security / Access – Receive Incoming Visitors - Distribute parking area map if needed.

  2. Monitor the outside parking area and the front of the building.

  3. Communicate with staff by phone and through e-mail.

  4. Perform Intercom Pages.

  5. Process, Sort & Distribute Mail. 

  6. View & Schedule the Conference Room in MS Outlook.

    1. Make room reservations for staff as needed.

    2. Follow up to confirm conference rooms each day. 

  7. Prepare & display Daily Overview signs based on Conference Room Calendar 

  8. Prepare & display Conference Rooms signs on outside walls of rooms.

  9. Update Staff, Intern & Volunteer Sign In Sheets

  10. Oversee Guest Access Cards.

  11. Oversee updates and changes to the staff parking list.

 Data Entry

  1. As needed, enter data for the Healthy Families Program in the Family League ETO System. 

  2. As needed, assist with data entry for other departments. 

    Finance Department

  1. Date Stamp Invoices.

  2. Prepare Check Log when checks are received by mail.

    FedEx/UPS

Ship packages via FedEx/UPS.  Set-up shipping via our online Fed Ex. Account.

 Office Supplies (Sue Ann’s)

  1. Prepare Office Supply orders and place an order online via Sue Ann’s for the front desk.  This includes general office supplies, tissues, hand sanitizer, and First Aid Kits. 

  2. Prepare supply orders and place an order online via Sue Ann’s for other departments.  Obtain paperwork from admin in the area placing the order. 

  3. Oversee and work with Facilities on all supply, American Coffee and other deliveries.

    Postage Machine

  1. Print out the Monthly Accounts Postage totals from the postage machine, settle the receipts and send to Finance.

  2. Refill postage meter funds online as needed.

    Miscellaneous Duties

  1. Assist with miscellaneous tasks for other departments. (Mailings, etc.)

  2. Assist with training of interns or Cristo Rey students on the front desk.

  3. Assist with food orders for events and events set-up.

 Atrium

Oversee and maintain the appearance of the Atrium and Front Desk areas.

 Parenting Helpline

Participate in training and the understanding of transferring calls to the Parent Helpline.

 EDUCATION:

    • High School or GED

    • Bachelor’s degree preferred

      EXPERIENCE:

    • Two years, Administrative Assistant experience

    • Front desk experience a plus

    • Data entry experience a plus

      SKILLS:

  • Excellent oral and written communication skills

  • Proficiency in MS Office with expertise in Microsoft Word, Outlook, PowerPoint and Excel.

  • Excellent customer service skills

  • Ability to work well with others in a diverse population

  • Ability to multi-task, while maintaining complex schedules and managing administrative support

  • Superior organization skills and dedication to completing projects in a timely manner

  • Detail oriented and comfortable working in a fast-paced office setting     

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