Front Office Administrative Assistant
Location: South Tucson
Pay: $17.60 Hr
Requirements: Administrative experience
Position Summary:
Under the direct supervision of the Executive Assistant, the Front Office Administrative Assistant provides administrative, clerical, and front-office support to ensure the efficient operation of the office. This position serves as a primary point of contact for visitors and callers and is responsible for maintaining accurate records, assisting with Board meetings, processing incoming payments, managing mail and correspondence, and maintaining a professional, organized, and welcoming office environment.
Essential Duties and Responsibilities:
- Provides general clerical and administrative support to administrative staff.
- Assists with Board meetings and related activities, including:
- Preparing, copying, and binding reports and meeting materials.
- Coordinating meeting setup and cleanup.
- Tracking meeting attendance.
- Arranging catering and hotel accommodations.
- Obtaining required Board signatures.
- Completing other meeting-related administrative tasks.
- Performs a variety of clerical duties, including copying, scanning, faxing, typing, word processing, document preparation, archiving, and maintaining spreadsheets.
- Monitors office supply inventory and coordinates ordering as needed.
- Receives, verifies, and issues receipts for incoming payments, including cash, checks, and money orders.
- Maintains accurate payment records and ensures appropriate documentation is provided to the designated departments.
- Greets visitors and members of the public in a professional and courteous manner.
- Answers general questions regarding agency programs and distributes agency forms as needed.
- Operates and manages the multi-line telephone system, appropriately routes calls, takes messages, and maintains the voicemail system.
- Receives, sorts, and distributes daily mail to employees and programs.
- Prepares outgoing mail, ensures proper postage, and prepares and receives UPS and FedEx packages.
- Prepares correspondence and performs other clerical activities as assigned.
- Files, organizes, and maintains program and agency records.
- Assists with preparing file folders and other administrative materials for the Finance Department.
- Logs daily checks received and notifies appropriate recipients via email.
- Maintains a clean, organized, professional, and welcoming reception and lobby area, including routine care and watering of office plants.
- Performs other related duties and responsibilities as assigned.
Minimum Qualifications
- High school diploma or GED.
- One (1) year of administrative or clerical work experience.
- Valid Arizona driver's license and eligibility for clearance/approval by the organization's corporate auto insurer.
- Basic to intermediate proficiency with Microsoft Office applications, including Microsoft Word, Excel, and Outlook.
Preferred Skills and Competencies
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Strong organizational and time-management skills.
- Ability to prioritize multiple tasks and meet deadlines.
- Professional, courteous, and welcoming demeanor.
- Ability to work independently while supporting a team-oriented office environment.
