Office Assistant/Front Desk
Daphne, AL
Full Time
Mid Level
JOB SUMMARY:
The Office Assistant (Front Desk) serves as the first point of contact for the agency/organization and is responsible for creating a professional, welcoming, and efficient front-office environment. This role manages reception functions, provides administrative support, and ensures accurate routing of visitors, calls, and information. The position requires strong customer service skills, confidentiality, attention to detail, and the ability to manage multiple tasks in a fast-paced setting.
ESSENTIAL JOB FUNCTIONS:
Front Desk & Reception
QUALIFICATIONS:
Minimum Qualifications
The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.
The employee must be able to work effectively in a fast-paced environment, manage multiple priorities, exercise sound judgement, and respond appropriately to stressful or conflict-related situations. The position requires strong problem-solving, planning, and organizational abilities, as well as the capacity to remain professional, patient, and adaptable when working with diverse individuals and community partners.
While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, and hear; use hands and fingers to grasp, type, and operate office equipment; and reach with hands and arms. The employee may occasionally be required to stoop, bend, climb stairs, and walk on uneven surfaces. The position may require brief periods of running short distances in the course of program or field activities.
ADDITIONAL REQUIREMENTS:
The Office Assistant (Front Desk) serves as the first point of contact for the agency/organization and is responsible for creating a professional, welcoming, and efficient front-office environment. This role manages reception functions, provides administrative support, and ensures accurate routing of visitors, calls, and information. The position requires strong customer service skills, confidentiality, attention to detail, and the ability to manage multiple tasks in a fast-paced setting.
ESSENTIAL JOB FUNCTIONS:
Front Desk & Reception
- Greet and assist all visitors in a courteous, professional, and trauma-informed manner.
- Maintain a welcoming, organized, and secure reception area.
- Answer, screen, and route incoming telephone calls; take accurate messages and ensure timely follow-up.
- Monitor visitor sign-in procedures and issue visitor badges as required.
- Provide general information about agency programs, services, and office procedures.
- Coordinate incoming and outgoing mail, packages, and deliveries.
- Perform general clerical duties including filing, copying, scanning, data entry, and document preparation.
- Maintain and update logs, forms, and front desk records (visitor logs, call logs, appointment logs, etc.).
- Assist with scheduling appointments, out-of-area travel, meetings, and use of conference rooms.
- Prepare routine correspondence and forms as directed.
- Maintain office supply inventory and notify supervisor when reordering is needed.
- Support staff with administrative tasks and special projects as assigned.
- Maintain confidentiality of client, employee, and agency information in accordance with agency policy and applicable laws (e.g., HIPAA, FERPA, or other program requirements as applicable).
- File and retrieve documents in accordance with established records management procedures.
- Ensure documents are stored securely and accurately.
- Assist with coordination of front-office operations to ensure efficiency and professionalism.
- Monitor waiting areas and notify appropriate staff of arrivals.
- Support emergency procedures by following established safety and security protocols.
- Participate in staff meetings and trainings as required.
QUALIFICATIONS:
Minimum Qualifications
- High school diploma or GED required.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and general office equipment.
- Strong verbal and written communication skills.
- Ability to maintain professionalism and composure in a busy environment.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- One (1) year of clerical, administrative, receptionist, or customer service experience preferred.
- Experience working in a nonprofit, social services, or community-based organization.
- Experience with multi-line phone systems.
- Commitment to ongoing professional development and quality improvement.
- Excellent customer service and interpersonal skills.
- Strong organizational and time-management skills.
- Ability to prioritize tasks and manage interruptions effectively.
- Attention to detail and accuracy in recordkeeping.
- Ability to work independently and as part of a team.
- Problem-solving skills and sound judgment.
The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.
The employee must be able to work effectively in a fast-paced environment, manage multiple priorities, exercise sound judgement, and respond appropriately to stressful or conflict-related situations. The position requires strong problem-solving, planning, and organizational abilities, as well as the capacity to remain professional, patient, and adaptable when working with diverse individuals and community partners.
While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, and hear; use hands and fingers to grasp, type, and operate office equipment; and reach with hands and arms. The employee may occasionally be required to stoop, bend, climb stairs, and walk on uneven surfaces. The position may require brief periods of running short distances in the course of program or field activities.
ADDITIONAL REQUIREMENTS:
- Must pass required background checks and screenings in accordance with agency policy.
- Must adhere to all agency policies, procedures, and standards of conduct.
- Other duties as assigned to support agency operations.
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