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Become a Receptionist / Administrative Assistant for the National Conference of State Legislatures! (3509 hits)

JOB TITLE: Receptionist / Administrative Assistant
PROGRAM: Operations
SALARY: $2,839 p/month depending on experience

The National Conference of State Legislatures (NCSL) is a bipartisan organization that serves the legislators and legislative staff of the nation's 50 states, its commonwealths and territories. NCSL provides research, technical assistance and opportunities for policymakers to exchange ideas on the most pressing state issues. Our mission is to serve state legislatures and other intergovernmental groups by providing support, promoting fresh ideas, connecting legislators and staff with experts and each other, and provide a strong, cohesive voice in the federal system. Since its founding in 1975, NCSL's staff has grown from 15 employees to over 150 employees in its offices in Denver, CO and Washington, D.C.

NCSL is seeking a receptionist / administrative assistant to assist with the day-to-day operations of the building and perform a variety of administrative related duties for the director of operations, human resources, building services, accounting and other departments. This position provides ongoing coverage of the front desk, central telephone system, and lobby area for the organization and is the first contact in person or by phone for visitors or callers to the office. The work is performed independently, and therefore the employee must possess a high degree of poise, patience, and maturity to deal with a variety of situations and people. The successful candidate will be detailed oriented with excellent organizational skills, the ability to multi-task in a fast-paced environment, be proficient in Microsoft Office products, and be able to exercise complete discretion and confidentiality with sensitive information.

1. Answers, screens, directs and expedites priority telephone calls / messages to the appropriate staff person, requiring a working knowledge of the entire organization, key issues, programs, services, and staff.
2. Greets visitors, vendors, constituents, employees and others courteously and provides visitor badges to vendors and guests.
3. Maintains the master conference room schedule for office meeting space and alerts the appropriate staff person in the event of conflicts.
4. Notifies the building services department by email the afternoon prior to each event in the large conference room(s) which require advance set-up or reconfiguration
5. Assists building services department with set-up and re-arrangement of the large and library conference rooms, including making sure all audio video equipment is powered off at the close of each business day.
6. Works with DC office to ensure phone coverage for both offices.
7. Performs customer service functions by answering employee requests and questions.
8. Makes photocopies, faxes documents, sends email correspondence, provides assistance on mailings, coordinates the pickup and receipt of deliveries, and performs other clerical functions as assigned.
9. Must learn how to process incoming and outgoing mail, Federal Express air or ground shipments, and/or UPS shipments in order to provide emergency back-up in these areas as needed.
10. Maintains the security of the building including watching security cameras, locking the building, turning on/off lights, and securing alarm system.
11. Tracks comp time earned and notifies employees of any available hours and expiration of comp time.
12. Assists with various projects in the HR department related to on-boarding, off-boarding, benefits, data entry, reports, and other tasks as assigned.
13. Performs administrative tasks for other departments as needed and seeks out additional assignments when there is downtime.

This position has no direct supervisory responsibilities but does serve as a main contact for other employees in the organization.

This job operates in a professional office environment. This role routinely uses standard office equipment such as filing cabinets, computers, copy machines, scanners and smartphones.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is largely a sedentary position that requires the ability to speak, hear, see, lift small objects up to 50 lbs., open filing cabinets and bend or stoop, use hands to handle or feel, and reach with hands and arms.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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Posted By: Elly Moss
Monday, April 1st 2019 at 3:34PM
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