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International Orthodox Christian Charities

110 West Road
Baltimore, Maryland (United States)

Phone: 410-243-9820
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Posting Information

Job ID: 49555
Job Views: 19721
Location: Baltimore, MD
Zip Code: 21204
Job Category: Admin-Clerical
Employment Type: Full time
Posted: 10.18.2018

Receptionist/Administrative Assistant

Baltimore, MD

Job Description

The Receptionist & Administrative Assistant will be primarily responsible for: acting as the main point of contact at the front Reception Desk for all staff, guests and other visitors entering and leaving the office; providing customer service; supporting telephone communications to the office; providing necessary, day to day administrative support to the general office; supporting donation tracking; and also assisting with the maintenance of files and reports.

Responsibilities and Essential Functions:

  • Acts as the primary point of contact for all staff, guests and other visitors; ensures all visitors are acknowledged, greeted and addressed in a professional, friendly and efficient manner.
  • Effectively manages the door traffic and proactively provides attention and knows the general whereabouts of staff entering and leaving.
  • Provides customer service and responds to inquiries of staff, guests and other visitors.
  • Facilitates all incoming calls into the office in a professional and efficient manner, and directs the calls accordingly to the appropriate extension or voicemail box.
  • Oversees, distributes, and maintains all incoming correspondence (regular mail, fax and e-mail using protocols for “Relief” mail); oversees and prepares outgoing mail and packages for all departments as required, including for off-site employees.
  • Reviews and maintains hard copies and virtual program and finance programmatic files in accordance with the filing system.
  • Assists with the accumulation of the audit information for the annual audit, when requested.
  • Prepares and deposits daily cash receipts and processes the daily deposit for IOCC Inc. and IOCC Foundation (opening mail, preparing deposit ticket when requested, run tapes of daily receipts balance, copying checks/money orders and recording all deposit activity on the Cash Receipts Journal), and takes to the bank when necessary.
  • Aids in processing and creating deposits for Outreach events.
  • Accurately records credit card information for gifts over the phone.
  • Assists finance staff with the accounts payable and invoice payment process (opening mail and referencing accounts payable invoices and statements, distributing internal checks and mailing vendor checks.
  • Monitors, orders and maintains control of the office supplies.
  • Manage funds for the office postage machine.
  • Maintain Parking Permit list, Kitchen Cleaning Rotation, Recycling Rotation, telephone Extension List, and IT Equipment Log.
  • Assists with travel arrangements for the Headquarters staff, visiting Field staff, and business associates as needed, with a particular emphasis on management of car transportation services.
  • Maintain the schedule of conference rooms and other meeting areas for meeting requests submitted by Headquarters staff.
  • Manage off-site properties to include the IOCC apartment and storage facility.
  • Maintains current inventory of IOCC branded mailing supplies in both storage facility and in office; moves inventory from storage to office when needed.
  • Maintains inventory of USPS and FedEx mailing supplies and facilitates expedited shipping as needed.
  • Maintain office petty cash.
  • Performs all vetting requests received from the Field Offices using Bridger Insight software.
  • Accumulate and distribute the Field Office monthly updates.
  • Maintain and update the program files – both physical and on the intranet.
  • Work with Finance and Program staff to update reporting matrix.
  • Performs various secretarial and clerical duties for other departments as assigned by Supervisor that may include but is not limited to: typing, copying needs, mailings and document preparation and distribution.
  • Perform other duties as required or assigned.

Job Requirements

Knowledge, Skills and Abilities: Working knowledge and proficiency in Microsoft Word, Power Point, Excel, Outlook and other computer programs; inter-personal skills; knowledge of filing systems; professional etiquette and phone skills; excellent written and verbal communication skills; organizational skills; ability to be innovative and solution-oriented; ability to work under time constraints; knowledgeable in and ability to observe standard office policies and procedures.

Competencies: Sensitivity to cultural conditions and practices; sensitivity to church hierarchy and protocols; competent in computer programs and telephone handling; customer service driven; self-driven and able to work with minimal supervision.

Education: High School Diploma; Community College Certificate preferred.

Experience: 3-5 years experience in a professional or corporate office environment.