Administrative Assistant/Receptionist Job at Highland Park Community Development

Job title: Bookkeeper/Office Support/Receptionist

Reports to: Office Manager/CFO

FLSA Status: Non-Exempt (Hourly) / Full Time

Date Issued: October 2022

POSITION SUMMARY:

The Bookkeeper/Office Support ensures the efficient day-to-day operation of the office and support the work of Executive management and other administrative staff. The Bookkeeper/Office Support will assist with Accounts Payables according to established procedures, or as directed by Management. He/she will support HR and Fiscal departments, including in the maintenance of information systems for record keeping and reporting, serving as a back-up for Bookkeeper/Receptionist.

ESSENTIAL JOB FUNCTIONS:

Through the employee’s own efforts, the employee accomplishes the following essential functions:

1. Maintains a filing system including employee files & vendor files.

1. Maintains employee phone list and outside contacts list (back-up to Bookkeeper/Receptionist).
2. Keep records up to date and manage dead filing according to protocols.
3. As needed, develop new systems to assist with the efficient management of records.

1. Answer incoming phone calls, record messages and makes follow-up calls.

1. Represent Highland Park CDC main office in a positive, welcoming manner when interacting with clients, vendors, and all other internal and external stakeholders.
2. Ensure that urgent messages / issues are communicated in a timely manner to appropriate parties via a phone call, email or text as needed.

1. Support the administration of human resources and operations functions.
   1. Assist with new employee orientation as needed.
   2. Obtaining new-hire documents as needed from candidates and new hires.

1. Leverage organizational skills to efficiently coordinate and manage organizational communications.

1. Schedule appointments and maintain appointment documentation and calendars either electronically or manually.
2. Process and receive internal and external mail.
3. Schedule appointments for Fiscal, HR and executive staff members, assist with monthly Highland Park CDC Calendar.

1. Arrange office meetings, reserve office space.

1. Coordinate and process shipping via UPS, FedEx, USPS, and other means as needed.
2. Receive, open and sorts incoming mail.
3. Process and/or create merge mailings and mass mailings to employees when necessary (for information distribution, etc.).

1. Ensures there is adequate inventory and stock of various supplies.

1. Maintains a system for ensuring there is an adequate inventory and a system for ordering supplies in an efficient manner.
2. Adheres to all purchasing policies for ordering supplies.

1. Perform administrative support tasks:

1. Creates and / or revises various forms and reports.
2. Type correspondence as requested and as needed.
3. Coordinates the maintenance and repair of office equipment.

1. Performs accounting/fiscal functions:
   1. Helps process Accounts Payable transactions according to established company policies and procedures.
   2. Performs monthly/quarterly/yearly petty cash, laundry, MetroCards and inventory audits.
   3. Keeps files/reviews closed Purchase Orders.
   4. Assists with expense reports and pulling on necessary back up as needed for provider.
   5. Upload necessary information and documents needed in provider systems.
   6. Filing monthly, weekly and quarterly report and site budget and contract material.