Overview
Front Desk Administrative Assistant (Administrative Specialist 1) | Part-time 20 hrs/week Jobs in Salem, OR at Department of Human Services
Purpose
The Receptionist is the first point of contact for visitors, clients, and staff, ensuring smooth office operations. Performing a variety of administrative tasks, the Receptionist facilitates visits, provides a welcoming experience and supports various departments.
Responsibilities
Answer, screen, and forward phone calls in a professional manner; take messages and schedule appointments when necessary
Greets and welcome visitors, clients, and guests; determine the purpose of each’s person’s visit and direct or escort the visitor to the appropriate location
Provide customer service to internal and external customers
Answer general questions and inquiries
Handle office correspondence – sorting mail, distributing documents, packages, and directing deliveries and/or couriers to the appropriate area
Organize and maintain the cleanliness/neatness of the conference rooms; restock the fridge
Maintain a tidy and presentable reception area at all times
Provide administrative support for the human resources department, such as schedule interviews/meetings, order and stock supplies, facilitate communication, etc.
Draft and send out communication
Manage and coordinate scheduling of calendars for leadership and key stakeholders
Monitor visitor log and issue visitor badges when necessary
Assist in preparing meeting rooms and handling logistics for meetings, events, and conferences
Support event planning, including logistics for business meetings, conferences, and on-site events
Coordinate and set up lunches/meals as requested
Ensure compliance with security procedures and protocols
Maintain a working knowledge of FDA 21 CFR 1271, FDA 21 CFR 820, AATB standards, ISO Standards, cGMP/CGTP, other relevant regulations/standards, and internal organizational policies and standard operating procedures.
Maintain acceptable attendance and punctuality for scheduled work hours and meetings. Ensure completion of assigned tasks and responsibilities within defined timeframes.
Flexibility to work outside of normal business hours during weekdays or weekends with reasonable advance notice to support business/operational needs when necessary.
Perform other duties as assigned.
Skills
Professional appearance and demeanor
Ability to effectively interact with all levels of the organization
Excellent organizational and time management skills
Excellent attention to detail and organization
Excellent written and verbal communication skills
Excellent customer service skills
Highest level of integrity and confidentiality
Ability to adapt to competing priorities
Ability to multi-task and work in a fast-paced environment
Proficiency in Microsoft Office
Qualifications/Requirements
High school diploma or equivalent required from an accredited institution
At least 3-5 years of experience in a receptionist, front desk, or administrative role
Customer service experience required
Clearance of favorable background investigation required
Physical Requirements
Primarily a front desk office setting
Prolonged sitting, using a computer and telephone
Some lifting of supplies or office materials may be required (up to 20 lbs.)
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Title: Front Desk Administrative Assistant (Administrative Specialist 1) | Part-time 20 hrs/week
Company: Department of Human Services
Location: Salem, OR
