Front Office Administrative Support

Position Title: Front Office Administrative Support

Department: Finance & Operations

Reports to: Finance Manager and HR Manager

Position Status: Part Time, Non-Exempt, Non-Supervisory (with a possibility of future Full Time status.)

Hourly Rate: DOE: $17-18 Hours: 30+ per week (with a possibility of increasing to 40 hrs. per wk.)

Benefits (30+ hrs. receive): Medical, Dental, & LTD, STD & AD&D, Paid Time Off and Sick Pay

Location: Irvine, CA 92612

Schedule: Weekdays, M-F, 8:00 am – 2:30 pm

***Please review the salary range, the hours and the location prior to applying for this position. Please apply only if you are a qualified, serious candidate and meet the requirements of this position to ensure the best use of time. ***

Position Overview:

Our non-profit organization is currently searching for a Front Office Administrative Support for our Foundation office located in Irvine, CA. This role is an entry-level administrative position that requires interpersonal communication and a high degree of attention to detail as well as proven work experience in a fast-paced office environment. In this position, you will be answering, screening and forwarding incoming calls, as well as the first point of contact for individuals who call, visit or email TACA. A major focus of this role will also provide Executive administrative support to the Executive Director, as well as clerical support, project support and coordination for the organization’s efforts across all departments. In addition, you will interface and collaborate with administrators, support personnel and management on a regular basis. Fluidity and flexibility is necessary to manage the day-to-day administrative tasks for various departments.

Essential Functions:

·        Ensure the front desk welcomes guests with a positive, helpful attitude, directing and announcing them appropriately.

·        Answer telephone, screen and direct incoming calls, take and relay messages or provide information to callers as needed/directed and log calls in the company CRM database.

·        Strong, critical thinker that can draw reasonable conclusions from information taken from the individual or organization contacting TACA. In addition, the ability to evaluate and determine the next steps for the caller/email sender/visitor.

·        Maintain common areas of the office (reception area, conference rooms, kids’ room and kitchen) daily, as needed – includes dishwashing after meetings, dusting and light cleaning.

·        Coordinate, prepare and clear-out conference/training rooms for meetings and place meal orders as requested.

·        Order office and event supplies as needed and responsible for stocking office supplies, monthly front desk flyers and kitchen supplies.

·        Coordination of ongoing tasks including but not limited to: launder tablecloths, shredding pick up, maintenance and equipment repair calls, routing of birthday/other cards internally, maintain TACA office calendar as needed, maintain staff directory/ birthday lists, coordination of in-office adult volunteers and running office errands as requested.

·        Coordinate and prepare all outgoing mail or shipping packages for various projects including but not limited to: Shop TACA website, the wrapping/shipping of gifts/packages to various personal and work connections and the management of Stamps.com including reporting.

·        Provide general administrative support to the Executive Director. Examples of support include, but are not limited to: email/letter correspondence, mailing and mail merge preparation, excel spreadsheets, document copying, scheduling, scanning and filling, meeting preparation and clean up, department errands, secretarial support to the Executive Director and team, etc.

·        Update and maintain Donor and Program Database (Salsa CRM) and complete data entry as requested by Executive Director.

·        Assists departments in the application of file management including filing systems, indexing, central records storage, retrieval, and disposition.

·        Perform other reasonably related project or administrative support tasks as assigned by the Development, Program and Finance Departments or by the Executive Director.

Qualifications:

·        Associates Degree preferred but not required; HS Diploma or GED equivalent is a requirement

·        Must have 2+ years of Receptionist and Administrative experience in an office environment including working knowledge of administrative and clerical procedures

·        Working knowledge of computers and relevant software applications; including proficiency in Microsoft Word, Excel, and Power Point

·        Experienced in handling a wide range of administrative duties and executive support-related tasks

·        Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people

·        Understanding of Autism a plus but not required

·        Bi-lingual a plus but not required

Key Competencies:

·        Possess excellent verbal and written communication skills and competency to speak comfortably, answer questions and talk informatively

·        Customer service orientated with positive attitude who maintains a professional personal presence

·        Works patiently, professionally and cooperatively with excellent organizational skills and attention to detail

·        Highly motivated, independent worker who is deadline driven with the ability to multitask

·        Ability to handle a fast-paced environment and have flexibility in response to changing priorities

·        Must have a valid California’s driver’s license, current automobile insurance and pass background test

·        Must be able to lift 25 lbs

About The Autism Community in Action (TACA) 

The Autism Community in Action (TACA) is a national nonprofit 501(c)(3) organization founded in 2000 by Glen and Lisa Ackerman with the mission to provide education, support and hope to families living with autism. Headquartered in Irvine, CA with staff and volunteers working across the country. TACA offers: Coffee Talks – free educational meetings, webinars, parent mentor program, an online Hope and Help support group, two annual National Autism Conferences hosted on the west and east coasts and a free 200-page Autism Journey Guide given to new families at events. TACA has a strong social media presence on Facebook, Instagram, Twitter and YouTube Channel. For more information visit www.tacanow.org.

The Autism Community in Action maintains a work environment free from discrimination, one where employees are treated with dignity and respect. All employees share in the responsibility for fulfilling TACA’s commitment to equal employment opportunity.