Front Desk Administrator

Front Desk Administrator

Headquarters Pittsburgh Office (Pittsburgh, PA)

The Western Pennsylvania Conservancy has been dedicated to protecting and restoring the region's exceptional natural places since 1932. As a memberbased nonprofit organization, we work in cities and towns across Western Pennsylvania and rely on the help of thousands of members, partners and volunteers. We are making a difference in our region's water, land and life. We do this work for the benefit of wildlife and people who call Western Pennsylvania home, and for future generations.

We are seeking an individual to fill the position of Front Desk Administrator in our Pittsburgh office. This position receives and greets visitors, determines the nature of business, and directs callers to their destination by performing the following duties: operates central telephone console to receive incoming calls, and provides clerical and general office support to headquarters staff, as required. This position reports directly to the Executive Assistant.

Job Duties

Greets all visitors, determines the nature of their business, ensures appropriate security procedures and directs caller to their destination.

Operates central telephone console to receive incoming calls, routing them to appropriate staff. Records and distributes messages and faxes to staff by email through Outlook, when appropriate.

Maintains call log for all received calls, noting means of dispatch to staff.

Monitors headquarters staff attendance and location to ensure appropriate responses for inquiries or emergencies. Keeps regular and visiting staff signin sheets current. Responsible for coordinating and executing emergency response procedures for Pittsburgh office.

Reports to supervisor and assists IT staff for staff use of the telephone system related telephone equipment and line problems with remote and onsite service providers.

Serves as back up to Executive Administrator in conveying security system related communication with WPC Director of Security.

Sorts all incoming mail within an hour of arrival. Opens and distributes mail in accordance with established mail and cash receipts policy. If mail is received late in the day, ensures all cash receipts are given to accounting for secure storage overnight, and processed next business day

Follows finance and administration procedure for handling checks received, including scanning of all checks and accompanying relevant documents, distributing scanned images to required staff, and maintaining online database of daily check log, accessible for use by internal accounting staff and external auditor requirements.

Follows finance and administration procedures for scanning of invoices received through mail into PaperSave database. Ensures all daily invoices are scanned and given to accounting.

Maintains schedule and documentation for the sharing of WPC vehicle and keys.

Periodically assists other departments with administrative support projects as approved by manager.

Assists in keeping Resource Center stocked with informational literature.

Responds to information requests, as needed.

Keeps firstfloor supply cabinets and common areas neat, orderly and stocked.

Performs a variety of general office duties including:

Distributes publications and supplies utilized by staff

Obtains and maintains supplies for kitchen, office, mailing, and copy equipment. Manages maintenance (including service calls) for copier, fax and postage machines in front desk area

When necessary, initiates service calls for routine building maintenance and building equipment service with supervisor approval

Shares responsibility with Administrative Support Team in maintaining various online schedules, logs, and records for items utilized or purchased such as shared conference rooms, A/V equipment, room preparation, assisting with meeting events and general office tasks, etc.

Executes all administrative support staff needs for use of office equipment at Front Desk; sends faxes, operates copier and postage machine (with exception of specific, large mailings), and documents and reports departmental postage usage to accounting staff through online reporting

Manages business card and nametag orders for new staff

Manages, reassigns and communicates shared tasks list to Pittsburgh staff

Prepares and sends all outgoing packages for Pittsburgh staff

Supports Executive Assistant through execution of memos, correspondence, reports, and other documents, as directed, using Word and Excel programs.

Supports the Conservancy's fundraising efforts and needs, as applicable.

Supplies staff with current phone listing per IT Outlook file.

May give tours of building.

Performs additional duties and responsibilities, as required.

Physical Requirements

Physical Demands / Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Utilizing keyboarding and fine motor skills

Bending, twisting, lifting and carrying up to 40 pounds

Climbing up and down stairways

Sitting/standing/walking for periods in excess of 2 hours

Preferred Qualifications

Qualifications:

At least 2 years prior clerical experience, or 1 year of experience, with postsecondary clerical or administrative assistant training

Proficient knowledge of Excel, Word, Outlook software

Strong organizational skills, with the ability to multitask

Excellent communication, interpersonal and customer service skills. Must have the ability to interact successfully with all types of people, displaying a positive, professional demeanor at all times

Prior experience in reception / dispatch and mail processing

Must exercise good judgment and discretion in handling calls, visitors and/or sharing information over the phone and otherwise.

Must be able to complete all physical requirements of the job with or without a reasonable accommodation

Location

This position's primary location(s): Headquarters Pittsburgh Office (Pittsburgh, PA)

Position Duration

This is a regular, fulltime opportunity that includes a robust benefits package.

Pay

$39,70044,400

Application Process

Please send a cover letter, resume and salary requirements to ... and list Front Desk Administrator in the subject line.

Application Deadline

Until filled