Post Date: 12/19/2019
Close Date: 01/01/2020
Job Title: Receptionist
Since 1973 The Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. With a growing endowment nearing $2 billion, OCF has become one of the nation’s largest community foundations, awarding more than $109 million last year in grants and scholarships. OCF connects caring with action by matching donors to causes and communities in need. OCF’s work rests on some basic principles: responsible stewardship of funds entrusted by donors; work in partnership to address common needs and aspirations; prioritize investments that create substantive change and attempt to resolve problems at their source; advance equity, diversity and inclusion through programs; and research and evaluate programs and initiatives.
The Receptionist’s primary responsibility is front desk management, providing an effective and consistent front desk presence for OCF at its headquarters office in Portland. The Receptionist welcomes a range of visitors in a typical workday, including donors, board members, volunteers, nonprofit representatives, staff from other OCF offices, consultants, vendors and others. The Receptionist is often the first point of contact at OCF and is responsible for greeting visitors, answering phones and responding to inquiries. The Receptionist also manages deliveries, outgoing mail, incoming faxes and emails to the general OCF mailbox. The Receptionist will provide clerical and administrative support to a variety of individuals.
Essential Duties and Responsibilities:
Reception Area/Front Office Administration
• Welcome visitors to the office in a professional, prompt and courteous manner.
• Notify appropriate staff of the arrival of their visitors and the location of their meeting.
• Answer incoming telephone calls promptly and courteously and route calls appropriately.
• Answer inquiries about OCF from visitors or callers, or route them to the appropriate party for answers.
• Maintain tidiness of front office and meeting rooms; have beverages and cups/glasses available for guests.
• Route incoming faxes to appropriate staff person.
• Check incoming messages to OCF general email address and route to appropriate party.
• Route deliveries to the appropriate staff person.
• Prepare and complete daily outgoing mail (meter, post and deposit in building lobby mailbox).
• Track and replenish available postage in postage meter; prepare and submit check requests for postage.
• Monitor postage stamp supply and inform Administrative Officer for Operations of additional needs.
• Help create and position directional signage for meetings.
• Prep and/or secure office at opening/closing time, including retrieving and distributing voice mails, switching the reception phone to day/night mode and, if at night, locking the front door, turning off reception area lights, etc.
• Prepare and distribute weekly internal newsletter.
• Update internal phone lists and distribute to conference rooms.
Other Administrative Services
• Maintain meeting room calendars.
• Maintain tidiness of kitchen daily.
• Track office supply inventory, including FedEx supplies, and recorder as necessary.
• Assist with distribution of supplies as assigned.
• Maintain basic donor information in the database.
• Assist with special and ongoing clerical and administrative projects or duties as needed, including copying, binding, filing, preparation of materials and data entry.
• Assist with printer and office machine maintenance.
Requirements and Skills:
• Minimum one year of previous experience as receptionist, with at least one year of experience performing clerical work.
• High school graduate or G.E.D.
• Experience in a nonprofit organization is desirable but not required.
• Regular attendance and punctuality.
• Excellent customer service skills that promote trust and confidence.
• Professional demeanor and friendly attitude and work well with other staff members.
• Effective oral and written communication skills.
• Strong organizational skills – detail oriented; able to work independently and manage several tasks efficiently; able to prioritize and meet multiple deadlines; able to complete tasks in an accurate and timely manner.
• Good working knowledge of office machines and systems such as database software, Windows, Word, Excel and Internet and experience working in a networked office environment.
• Proficiency and moderate speed in keyboarding.
• Good knowledge of administrative and clerical procedures.
• Work cooperatively with other staff members.
• Possess cultural agility skills necessary to work effectively with diverse people, teams and communities.
• In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.
Ability to occasionally lift or move objects of moderate weight (e.g., boxes of printed materials, supplies or meeting tables).
Ability to perform basic desktop computer work including routine use of keyboard for periods of several hours at a time (email, reports, data entry, etc.)
Regular Punctuality and Attendance is required. This is a non-exempt role and the hours are 9am to 5pm, Monday through Friday.
The Oregon Community Foundation is an Equal Opportunity Employer committed to equity, diversity and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants.
Apply at, https://www.oregoncf.org/explore-ocf/careers. To be considered, you must provide a cover letter addressing how you meet the requirements of this position and include your current resume. The position will close on January 10, 2020.
Complete details: https://oregoncf.org/about/careers/