Position Title

Administrative Assistant/Receptionist

Job Title

Administrative Assistant/Receptionist

Job Description

GENERAL SUMMARY: The Administrative Assistant / Receptionist is the first point of contact by telephone and in person for CliniComp, Intl. (CCI) customers, callers, visitors, and employees. Duties must be executed in a way that will enhance the Company’s image making all feel welcome and comfortable, including greeting visitors and staff in a professional, positive, friendly, and customer service-oriented fashion. This position also performs a variety of Administrative Assistant duties.
• Answers, screens, and transfers incoming telephone call; takes messages when needed. Answers and transfers telephone calls for Executives.
• Forwards phone lines to the answering service for handling calls after CCI normal business hours and, in the morning, obtains all after-hours messages and distributes messages within first 30-minutes of shift start.
• Greets all visitors to the building. Ensures that all building security procedures are followed, including complete the Visitor Log, assigns a Visitor Badge, calls an employee to escort the visitor through the building.
• Ensures systems and procedures are in place and maintained for all receptionist functions and passes information along to next shift.
• Sorts and routes incoming mail; prepares outgoing mail, registered/certified mail forms, and packages as requested. Arranges for courier deliveries as instructed. Orders supplies for mailings.
• Completes copying, faxing, scanning, filing, administrative projects, and other clerical duties.
• Completes administrative tasks such as Word documents, Excel, PowerPoint, memos/correspondence, org charts, proofreading, collating documents, filing, creates signs/labels, data entry, etc.
• Completes data entry including but not limited to employee profiles into on-line travel program, training logs, etc.
• Completes data entry and submits expense reports for CCI employees.
• Processes Time Off Request Forms according to established procedures.
• Books travel via CCI’s on-line travel tool as requested.
• Schedules appointments/creates and sends calendar invitations. Schedules space and equipment for meetings and events. Organizes for meetings including agenda, binders, projectors, facilities, food and beverages, etc.
• Acts as the point person for dry cleaning drop off and pickup and employee training on same.
• Keeps the reception desk, the reception area, glass doors and lobby area in clean, neat and orderly fashion. Keeps lobby kitchen organized and supplied. Updates the lobby message board on a daily basis.
• Performs other duties as needed and directed.

Basic Qualifications

• Excellent customer service-orientation; positive and friendly communication style with employees and visitors. Presents a neat and professional appearance.
• Strong administrative assistant skills, including proficiency/accuracy with completing work on computer, including but not limited to Microsoft Office (Outlook, Word, Excel, PowerPoint), Internet; ability to quickly become proficient in web-based and job specific software applications.
• Proficiency with modern office practices and proper use of equipment, including multi-line telephone systems, facsimile, photocopier, scanners, printers, computers and technical equipment used in the execution of job duties.
• Ability to alphabetize and maintain accurate filing systems.
• Ability to maintain regular and reliable attendance and punctuality at the CCI San Diego office worksite.
• At least 2 years administrative assistant experience required.
• Experience with MS Office Suite and Internet required; proficiency with basic functionality of these programs.
• Experience using a multi-line phone system preferred.
• High School Diploma. Associate Degree in Business Administrative Services or related degree may be substituted in lieu of the two years administrative assistant experience.

 
 
   
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