Receptionist / Secretary

Job Title:  Receptionist /Secretary

Reports To:  Human Resource Manager

Location:  Administration

Type of Position:  Full-time, Nonexempt (40 hpw)

Wage Range:  DOE

General Statement of Function

The Receptionist/Secretary at Administration many times is the first point of contact with the Opportunity Foundation. The person in this position embodies the Mission and Values of our organization. The individual must possess excellent communication and people skills, in addition to having a pleasant and positive attitude.  The Receptionist/Secretary reports directly to the HR Director, and is expected to work harmoniously with the various departments at Opportunity Foundation.  In keeping with Opportunity Foundation's philosophy of personal growth and development, the Receptionist Secretary is expected to continue to strive for excellence by developing skills and expertise in this position, as well as cross training in related administrative positions as needed. The individual in this position will be evaluated with an emphasis on both conduct and skill. Superior attendance is an absolute must in this position.

Personal Qualities

The Receptionist/Secretary shall be in possession of the following values:

• Have a desire to give back to the community.
• Want to make a significant difference in the lives of the people with intellectual and/or developmental disabilities.
• Want to gain meaning and purpose through this job.
• Value thrift, responsibility and creativity in using resources.
• Value difference and see flexibility as an asset.
• Is driven to be efficient and effective.
• Thrives on creating organization, documentation and accountability.
• Is service-oriented.
• Wants to be a close, supportive and influential team member.

Essential Job Functions

• Answer all calls in a timely manner (3 rings maximum).
• Uses tactful and courteous phone answering procedures when handling, screening and directing telephone calls and responses to appropriate individuals.
• Greets, ascertains nature of business, and directs visitors to appropriate personnel.  Notifies personnel of the arrival of visitors.  Answers routine questions of walk-in and call-in inquiries concerning Opportunity Foundation.
• Shall assist with retrieval of mail when directed, sorting, and routing all mail, and notify programs of the deliveries from any of the shipping and carrier vendors.
• Maintains a schedule of meeting rooms in written and electronic fashion.
• Shall handle administrative project assignments and details as requested by the Executive Director, the Executive management team and staff.
• Shall keep the work area neat and orderly.
• Maintains an appropriate inventory of office, kitchen, and restroom supplies.  Orders additional supplies as needed.
• Shall be responsible for the flow of information and correspondence through the use of faxes, Therap and e-mail.
• Shall be responsible for monitoring the condition of office equipment and scheduling repairs when needed.
• Shall maintain contact lists for repair and sales personnel for technical assistance.
• Establish a detailed knowledge of the office machinery in order to assist others in their use.
• Shall prepare I.D. badges for new hires and supported persons when needed.
• Shall facilitate the closing procedures and security of the Administration Building at the end of each work day.
• Shall be responsible for distribution of administration forms requiring various signatures or initials.
• Shall maintain files necessary for the efficient operation of the front office.
• Perform additional duties as assigned or directed.
• Record Board and Committee minutes, coordinate Board and Committee meetings, compile monthly          management reports, assemble and mail monthly Board packets.
• Maintaining confidentiality is absolutely essential in this position.

Occasional Job Functions

• Other tasks as requested by team members.

Education/Work Experience Requirements

• High School Diploma or G.E.D.

• At least one year experience in a related position is desirable.
• Must possess excellent oral and written communication skills as well as customer relations skills.
• Adequate computer skills are required in Microsoft Excel, Publisher and Word programs.
• Must pass the Criminal Background Check required by D.H.S.
• Must possess a valid Oregon Driver License AND a driving record acceptable to our insurance carrier.
• Must produce proof of personal automobile insurance.
• Must be able to obtain CPR and First Aid certification.

Physical Demands

Talking:       Routinely                                                                                                             Hearing:                         Constantly

Sitting:        Routinely                                                                                                             Kneeling:                       Rarely

Lifting:        Up to 10 lbs - Routinely                                                                                 Standing:                       Routinely

                      Up to 25 lbs - Occasionally                                                                            Reaching:                      Routinely

                      Up to 40 lbs - with help of another or device-occasionally              Seeing:                           Constantly         

Carrying:    Up to 10 lbs Routinely                                                                                Bending/Stooping:    Routinely Walking:                      Routinely

Working Conditions

Predominantly indoors, adequate heat, air-conditioning and lighting.  Some noise factors.  Supplies provided.  Frequent interruptions, phone calls and changes in the routine are the norm.

Certification to be completed upon hire only:

I certify that I have read and understand the description of my job as stated.

______________________________________       _________________________

                                  Employee                                                                 Date

This job description has been reviewed to ensure that only essential functions and basic duties have been included.  Peripheral tasks, only incidentally related to this position have been excluded.  Requirements, skills and abilities included have been determined to be the minimal standards required to successfully perform the position.  In no instance, however, should the duties, responsibilities and requirements delineated be interpreted as all-inclusive.  The Executive Director as deemed appropriate may assign additional functions and requirements.  The Opportunity Foundation of Oregon is an Equal Opportunity Employer.

Current Openings for Receptionist / Secretary Jobs at Opportunity Foundation of Central Oregon