Front Office Administrative Assistant

Position Summary:

Under the direct supervision of the Executive Assistant, the Front Office Administrative Assistant provides administrative, clerical, and front-office support to ensure the efficient operation of the office. This position serves as a primary point of contact for visitors and callers and is responsible for maintaining accurate records, assisting with Board meetings, processing incoming payments, managing mail and correspondence, and maintaining a professional, organized, and welcoming office environment.

Essential Duties and Responsibilities:

• Provides general clerical and administrative support to administrative staff.
• Assists with Board meetings and related activities, including:
  • Preparing, copying, and binding reports and meeting materials.
  • Coordinating meeting setup and cleanup.
  • Tracking meeting attendance.
  • Arranging catering and hotel accommodations.
  • Obtaining required Board signatures.
  • Completing other meeting-related administrative tasks.
• Performs a variety of clerical duties, including copying, scanning, faxing, typing, word processing, document preparation, archiving, and maintaining spreadsheets.
• Monitors office supply inventory and coordinates ordering as needed.
• Receives, verifies, and issues receipts for incoming payments, including cash, checks, and money orders.
• Maintains accurate payment records and ensures appropriate documentation is provided to the designated departments.
• Greets visitors and members of the public in a professional and courteous manner.
• Answers general questions regarding agency programs and distributes agency forms as needed.
• Operates and manages the multi-line telephone system, appropriately routes calls, takes messages, and maintains the voicemail system.
• Receives, sorts, and distributes daily mail to employees and programs.
• Prepares outgoing mail, ensures proper postage, and prepares and receives UPS and FedEx packages.
• Prepares correspondence and performs other clerical activities as assigned.
• Files, organizes, and maintains program and agency records.
• Assists with preparing file folders and other administrative materials for the Finance Department.
• Logs daily checks received and notifies appropriate recipients via email.
• Maintains a clean, organized, professional, and welcoming reception and lobby area, including routine care and watering of office plants.
• Performs other related duties and responsibilities as assigned.

Minimum Qualifications

• High school diploma or GED.
• One (1) year of administrative or clerical work experience.
• Valid Arizona driver's license and eligibility for clearance/approval by the organization's corporate auto insurer.
• Basic to intermediate proficiency with Microsoft Office applications, including Microsoft Word, Excel, and Outlook.

Preferred Skills and Competencies

• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional, courteous, and welcoming demeanor.
• Ability to work independently while supporting a team-oriented office environment.

Work Environment

This position is primarily performed in a professional office and reception environment. The role requires regular interaction with employees, visitors, agency representatives, Board members, and the general public.

Nesco Resource offers a comprehensive benefits package for our associates, which includes a MEC (Minimum Essential Coverage) plan that encompasses Medical, Vision, Dental, 401K, and EAP (Employee Assistance Program) services.

Nesco Resource provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.