Front desk administrative assistant

Duties Description

Duties & Responsibilities:

• Performs receptionist duties including but not limited to answering the main telephone line, responding to inquiries from outside the OIG and providing information as appropriate, greeting and directing visitors to the OIG Offices, maintaining daily records of in-person OIG staff and visitors on site, handling incoming mail, directing and receiving deliveries.
• Provides administrative, clerical, and project support throughout the OIG as required, including, but not limited to typing letters and memoranda, filing, making appointments, maintaining calendars, scheduling conference room meetings, scheduling virtual meetings in MS Teams, assisting with the formatting and review of OIG documents, handbooks, training materials other similar administrative duties as assigned.
• Ensures cleanliness of the Main Reception Area, including the water and hand sanitizer dispensers remain stocked.
• Responsible for daily sign-in sheets and maintenance of telephone/cell phone listings.
• Receives, opens, records, sorts, and distributes all incoming mail to designated recipients in a timely manner.
• Receives and directs deliveries as required and notifies appropriate Administrative Unit staff of deliveries in a timely manner.
• Maintains Admin calendar for leave requests and assists in scheduling conference room meetings on site and virtually through MS Teams.
• Schedules visitors to the OIG offices, enters visitors’ information into the building visitors’ portal and follows-up as necessary to ensure visitors’ timely access to the OIG office building.
• Ensures that OIG office security protocols are followed by visitors in the Main Reception Area and notifies the EDIG/Investigations or their designee when security protocols are not followed.
• Types draft reports and other documents as required.
• Maintains and updates the Administration Department outside vendor and administrative resources contact information as required by the Director of Administration & Finance or their designee.
• Maintains and updates the content of the Administration Department SharePoint Library as required by the Director of Administration & Finance or their designee.
• Performs such other administrative, secretarial, financial, and clerical duties as assigned by the Director of Administration & Finance or their designee.
• Functions as back-up to the Office Assistant.
• Other duties as assigned by the Director of Administration & Finance or their designee.
  
  

Qualifications/Relevant Experience

Minimum Qualifications

• An Associate Degree, from an accredited educational institution is preferred, or High School diploma or the equivalent and a minimum of two (2) years of front desk receptionist, clerical or administrative experience in an office environment, or an equivalent combination of education and experience.
• Knowledge of office/administrative filing systems and procedures and the ability to input data accurately and maintain accurate filing systems.
• Knowledge of data processing, data inputting and word processing with excellent familiarity with Microsoft software products including Word, Excel, OneDrive, SharePoint, and Outlook/Exchange. Good typing skills of 60-plus wpm, a plus.
• Excellent written, oral, and active listening communication skills with an attention to detail.
• Ability to work independently with minimal supervision.
• Ability to maintain a professional and collegial demeanor in a high-pressure, fast-paced environment.
• Ability to exercise good judgment in handling sensitive and confidential information.
• Ability to prioritize work assignments and manage multiple assignments simultaneously with attention to accuracy, detail and deadlines.
• Ability to interact effectively with department and agency staff and senior management inside and outside the OIG.
• Strong record management and organizational skills with the ability to follow-up as necessary.
• This position is not eligible for teleworking.
  
  

not eligible for tele-working.

Additional Comments

How to Apply:

• Please submit a resume and cover letter to: [email protected]
• Reference the Job Title for which you are applying for in your email subject line.
  
  

Position Summary

Under the direction of the Director of Administration & Finance or their designee, the Front Desk Confidential Administrative Assistant, provides a welcoming presence to OIG staff and visitors. This role provides diversified administrative, clerical and project support throughout the OIG. The Front Desk Confidential Administrative Assistant must demonstrate initiative, good judgment and discretion while performing in a high-pressure and fast-paced environment.