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 Companys 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 CCIs 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.
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.