Staff Operations Receptionist/Administrative Coordinator | Atlanta, GA

Location: Atlanta, Georgia

Full Time | Non Exempt

POSITION SUMMARY (Basic purpose or primary function of job)

The Staff Operations Receptionist/Administrative Coordinator greets visitors and operates switchboard for the Arthritis Foundation.  The position provides administrative/clerical support to the Staff Operations Department in addition to general assistance to other departments. The Receptionist/Administrative Coordinator will update and maintain the organizational charts along with providing support for special projects.  This position works 37.5 hours per week, 8:30 a.m. – 5 p.m., Monday through Friday.

 

JOB RESPONSIBILITIES (Principal responsibilities or job duties)

  • Serves as receptionist, greets and assists visitors at the Home Office.  Calls for transportation for visitors as needed.  Ensures that the reception area is neat and presentable at all times.  Trains individuals responsible for reception relief.
  • Answers incoming calls on central telephone console, routes calls to proper personnel or department, and maintains call log online; provides information upon request; takes messages and ensures timely receipt of all messages with e-mail.
  • Validates parking tickets as needed and maintains validation ticket log.
  • Provides administrative support for Staff Operations. Assists with special projects as needed.
  • Maintains and updates lobby monitor.
  • Updates and maintains organizational charts.
  • Updates and maintains Tools and Resources Guide.
  • Updates and maintains all HR SharePoint pages.
  • Update data fields and add/remove employees from learning management system.
  • Updates and maintains AF shirt spreadsheet and create labels.
  • Updates and maintains office seat location spreadsheet.
  • Assists with processing volunteer background investigations.
  • Assists with audio/visual in conference rooms and other meetings when needed.
  • Serves as backup for processing mail.
  • Provides general support/clerical and special projects to other departments.
  • Serves as backup for processing invoices through accounting system.

 

REQUIRED EXPERIENCE & EDUCATION

  • High school diploma supplemented by courses in secretarial science or business.
  • One to two years’ experience working in a people-oriented position requiring the ability to work with frequent interruptions. 
  • Skills and knowledge required include mastery of Word, Excel and other database programs, excellent/accurate typing (60 wpm); excellent grammar, spelling, punctuation and proofreading skills; and strong communication and diplomacy skills. 
  • Must have experience on telephone switchboard system and personal computer with the ability to learn Microsoft Word, Excel, and Outlook for Windows and other necessary programs. 
  • Pleasant telephone manner and ability to exercise tact and discretion in relationships with staff and public required.
  • Must be able to maintain confidential nature of work. 
  • Experience working in a fast-paced office setting and working with multiple staff and departments. 
  • Detail-oriented and a fast learner with attention to detail and a good work ethic.
  • Proficient verbal and written communication skills are necessary. 
  • Must have professional appearance.
  • Be able to work under pressure with frequent interruptions and remain diplomatic and professional.  Must be able to adapt to new situations with ease. 

 

ESSENTIAL JOB FUNCTIONS AND TIME ALLOCATIONS

Serves as receptionist for the Arthritis Foundation Home Office.

55%

Updates organizational charts, multiple spreadsheets and add new hires to learning management system.

15%

Provides administrative support to the Staff Operations Department.

15%

Provide general support to other departments

 15%

Total 

100%

The Arthritis Foundation is an Equal Opportunity Employer

CLICK HERE TO APPLY ONLINE

Please – No Phone Calls

  1. Review all invoices for appropriate documentation, accurate coding and approval prior to payment in accordance with payment terms.
  2. Process invoices, check requests, travel and expense reports; and upload documentation into system.
  3. Prioritize invoices according to vendor payment terms and discounts.
  4. Update and maintain vendor database to ensure proper 1099 filing accuracy.
  5. Research and resolve any outstanding balances on accounts, including telephone, mail, or email communication with vendors. Assist internal customers with issues related to purchases and invoices.
  6. Ability to process and follow up on rush items.
  7. Provide invoice support for preparation of monthly/annual journal entries (accruals, prepaids, etc.).
  8. Maintain electronic files and documentation thoroughly and accurately in accordance with company policy and generally accepted accounting principles.
  9. Understand the chart of accounts and workflow process to ensure timely vendor payment.
  10. Assist with other projects as needed.