Administrative Specialist

Major Responsibilities:

Duties include, but are not limited to:

• Oversees the coordination of the front desk area to ensure timely service to clients by serving as part-time receptionist and ensuring the front desk is covered at all times by staff or volunteers. Front desk responsibilities include assisting in answering clients’ questions, answering and directing incoming calls, training new front desk volunteers and maintaining front desk resource binder. 

• Coordinates HR functions including new hire and hire change paperwork processing, posts vacant jobs, manages background checks for staff, orders staff business cards, badges and key cards, and updates time off accrual and logs.

• Curates and writes monthly IRC SLC digest.

• Coordinates with leadership team on Superstar of the Month.

• Maintains internal IRC SLC RescueNet website.

• Assists with various office operations including but not limited to coordinating with custodial staff, obtaining bids and price comparisons for purchases, and ordering office supplies.

• Maintains clean office areas and ensures reception area, conference rooms, and dining area are picked-up and in-order. Updates the lobby and hallway bulletin boards. Organizes office wide cleaning days and coordination with cleaning company.

• Assists in management of overall office space to include updating floor plans and computer inventory, and updated policy and procedure manuals.

• Maintains organization chart and contact list for employees, AmeriCorps and interns.

• Oversees employee, intern and interpreter parking and bus pass distribution.

• Various clerical functions including but not limited to faxing documents, photocopying, sending and receiving mail, responding to emails.

• Participates in all program meetings, staff development activities, and fully engages as a member of the team.

• Complies with all policies, procedures and protocols of the agency.

• Two + years of work experience in clerical, administrative, office management roles preferably in a non-profit or social services environment.

• Attention to detail and strong organizational skills a must.

• Strong communication skills in written and oral English.

• Demonstrated customer services skills and ability to work in a team environment.

• Previous experience working in multicultural environment.

• Intermediate to Advanced computers skills; including fluency with Microsoft Office Suite and Internet Research.  Strong keyboarding skills.

• Commitment to mission of the IRC.       

  Work Environment:

• Standard office environment.