Office Specialist - Receptionist Job Salt Lake City area,Utah USA,Administrative/Clerical

Position: Office Specialist I - Receptionist

Job Overview

Responsible for directing telephone calls, visitors and answering questions to Company personnel, members, and outside entities. Responsible for providing administrative and clerical support to management, administrative personnel, and departments as assigned. Types and assembles letters, memos, and reports. Meeting room setup. Maintains the conference room calendars, prepares documents for digitizing, processes mail, and assists in coordinating meetings and special member events.

Coordination of Member Equipment. Coordination of vehicle calendars and maintenance. Ensures the Manager of Administrative Services is well informed.

Responsibilities and Duties

Assumes responsibility for the effective performance of assigned administrative and clerical functions.

Receives and screens visitors and telephone calls and either notifies staff members or records and relays messages. Escorts visitors to proper offices and announces them.
Assists in maintaining the calendar of office activities. Full meeting set-up: schedules, arranges, and sets up catering, as needed, records meetings and events and arranges and sets up accommodations, as necessary.
Updates and maintains files for correspondence, contracts, documents, records, minutes, reports, etc. Retrieves information as requested.
Prepares documents for digitizing. Reviews and condenses data and ensures accuracy. Purges documents as assigned.
Processes, copies, mails Company bills and assists all departments with a variety of clerical duties.
Types and assembles a variety of documents including memos, letters, and reports.
Coordinates Member Equipment schedules and maintains equipment.
Coordinates vehicle fleet schedules and maintenance.
Maintains business addresses for the mailing list.
Orders all supplies including groceries, office supplies, toner, fuser modules, and paper and assists in overseeing the maintenance of office equipment including the copiers, computers, and printers.
Performs miscellaneous support duties including copying, running errands, and providing break relief for area personnel.
Ensures that the overall office and specific work area is clean, secure, and well maintained.

Assumes responsibility for maintaining effective business relations with members, vendors, and the general public.

Resolves requests, complaints, and problems or refers them appropriately.

Informs members of scheduled events and conferences.

Promotes goodwill and conveys a positive image of the Company.

Performs support duties for member events, conferences, and meetings.

Assumes responsibility for establishing and maintaining effective working relationships with area staff and with management.

Assists other administrative personnel as needed.

Keeps management informed of area activities and of any significant problems.

Provides support to the Accounting Department as assigned.

Assumes responsibility for related duties as required or assigned.

Performs miscellaneous clerical and administrative tasks.
Performs special projects as assigned.

Performance Measurements

Typing is accurate, neat, and promptly completed.

Good business relations exist with outside professionals and with members. Activities and events are well supported.

Telephone calls and visitors are courteously received.

Documents and reports are accurately produced and up to date.

Files are well maintained.

Good communication and coordination exist with area personnel and with management. Assistance is provided as needed. Management is appropriately informed.

The Company’s professional image is projected and maintained.

Education/Certifications

High school graduate or equivalent.

Valid driver’s license required.

Required Knowledge

Knowledge of word processing, spreadsheet applications, scanning, records maintenance, and standard office procedures.
Knowledge of correct grammar, usage, and punctuation.
Understanding of basic math and accounting principles.

Required Experience

One or more years of related experience.

Required Skills/Abilities

Proficient typing skills.
Good interpersonal and public relations skill.
Solid analytical, creative, and problem-solving abilities.
Able to work well independently.
Able to use standard office equipment including computer, phone system, fax, copier, etc.

#J-18808-Ljbffr


Increase/decrease your Search Radius (miles)



Job Posting Language