Cleveland, Ohio
Front Desk Administrative Aide Job Opening in Cleveland, Ohio - JOB DESCRIPTION
Overall purpose of this position:
Serve as the University Circle Inc. primary telephone and front desk receptionist.
Organize and maintain an office filing system for forms, reports. Documents and other related materials.
Order, receive and distribute office supplies.
Send, receive and distribute mail and packages.
Provide administrative assistance to the Executive Assistant and to the President as needed.
Duties that must be accomplished to carry out the purpose of the position as described above:
Answer telephones, transfer and refer callers promptly to the appropriate person.
Set up conference rooms in the morning (water pitchers, coffee, straightening chairs, etc), and check their condition between meetings.
Politely greet and receive guests within one minute. Notify appropriate person, and ensure they are comfortable while waiting.
Assist callers/visitors seeking information about UCI and the University Circle area.
Maintain information resources and office forms; both electronic and print. Will be helping maintain and build databases, so candidates with computer experience (particularly Microsoft Excel/Outlook) are strongly preferred.
Receive and sign for deliveries.
Order office supplies, distribute and/or store supplies when received.
Receive checks, record them, and deposit them with Accounting Department staff.
Stamp, sort and promptly distribute incoming mail.
Office open/close procedures such as locking and unlocking the front door, hallway lights, and ensuring that AC/heating units are off at the end of the day.
Provide clerical assistance to Assistant to the President and others as requested.
Prepare coffee at beginning of the day and upon request, empty and clean coffee pots as necessary. Order coffee supplies as necessary to maintain fresh stock.
Neatly maintain conference, mail, and supply rooms, lobby and kitchen, load and run dishwasher daily.
Maintain and arrange for service of Receptionist?s phone equipment, postage machine, copy machine and fax machine.
Ship packages and letters through USPS and private carriers.
Schedule conference rooms.
QUALIFICATIONS
Specific knowledge, training or skills required to perform the duties of this position
High school diploma, GED or equivalent experience.
Experience with computer software including:
Windows Operating System
Microsoft Office Suite, particularly Word, Outlook and Excel.
Effective and courteous customer service and interpersonal skills.
Ability to work effectively with limited direction and supervision.
Ability to maintain confidential records and information.
Prompt arrival and regular attendance at work.
Professional and neat appearance consistent with UCI Image.
Ability to prepare and follow office procedures.
Accurate typing, filing and other basic secretarial skills.
Strong organizational and follow-through skills.
Physical Requirements
Ability to stand or sit for extended or intermittent periods of time.
Ability to listen, to comprehend, and to respond politely to inquiries.
Ability to remain alert and watchful during assigned duty hours.
Ability to transport packages or items up to twenty-five pounds for short distances, which may involve climbing stairs.
Ability to effectively communicate information both orally and in writing.
Ability to lift up to five pounds overhead.
Ability to communicate using the telephone.
Cognitive Requirements
Ability to solve problems and to cope with and courteously diffuse situations involving angry or frustrated people.
Ability to concentrate on details or a given task for extended periods of time.
Ability to read printed type and handwriting, write legibly and alphabetize accurately.
Ability to prioritize work loads while coordinating multiple demands in a fast-paced environment.
Ability to demonstrate mature judgment and reasoning at all times.
SPECIAL WORKING CONDITIONS
May be exposed to irate or argumentative individuals.
May work varied hours and shifts including evenings.
May work alone.
Please submit your resume through this portal or to Mandy Miller at amiller(at)
Job Type: Part-time
Required education:
High school or equivalent
|
