For those of you in the Austin area (or willing to relocate), a position
has just opened up at BCI. Closing date is 4 May 2011. Feel free to
share this announcement with friends and family.
-- Crash
ADMINISTRATIVE ASSISTANT/RECEPTIONIST
April 2011
Primary Purpose:
As Administrative Assistant/Receptionist, serve as a professional,
helpful and efficient initial contact. Evaluate and direct calls,
inquiries and walk-in visitors. Responsible for all catalog inventory
control processes. Perform administrative and light accounting duties as
required. Provide support to the Director of Administration and Finance.
Reports to: Director of Administration and Finance
Wage/hour Status: Non-exempt
Qualifications/Requirements:
* Ability to communicate effectively with the public in a positive
and friendly manner, demonstrating excellent customer service skills
* Ability to professionally handle multi-line phone system
* Must possess excellent writing and grammar skills and be able to
communicate effectively with a diverse audience
* Excellent (speed and accuracy) typing/data entry and 10-key
skills
* Knowledge of general office procedures; computer experience
required (Word, Excel, PowerPoint)
* Ability to exercise initiative and work independently, as well
as working effectively in a team environment
* A required minimum of three years office experience
* Ability to routinely walk up and down stairs and requires some
light lifting and moving of supplies
* Reliable transportation for running local work-related errands
* High School Diploma required - some college preferred
ADMINISTRATIVE ASSISTANT/RECEPTIONIST JOB DESCRIPTION
Receptionist Duties:
1. Professionally evaluate and direct all incoming calls, greet visitors
and sign for incoming packages
2. Handle customer service inquiries through to resolution; direct
callers to website whenever possible (must stay up-to-date on website
information)
3. Manage telephone and voicemail system, train new staff on phones, set
up and maintain employee extension list
4. Maintain staff work schedules on the shared drive
5. Ensure staff compliance with sign in/out procedures
6. Assist Safety Committee as needed
Catalog Duties:
1. Fill and ship invoiced orders in an efficient and expeditious manner.
2. Email and/or fax bat house orders to vendors within 24 hours of
receipt - follow-up on ship dates
3. Accurately process house sales orders and maintain monthly log
4. In conjunction with the Accounting Assistant, research freight
claims, issue tracers, and call tags when necessary. Receive returned
merchandise and forward documentation to Accounting Assistant for entry
into inventory system and issuance of customer credit if needed
5. Keep current information on all vendors, including lead time, item
cost and minimum quantity required (this document must be maintained
online so the catalog backup can easily find the information)
6. Ensure postage machine has postage available and is in proper working
condition at all times. Provide Director of Administration and Finance
with monthly postage report
7. Receive and stock merchandise and shipping supplies in an orderly and
timely manner. Received merchandise must be counted and noted on packing
slip. Packing slip must be immediately delivered to Accounting Assistant
for entry into the shopping cart system
8. Maintain inventory stock, and meet with Director of Administration
and Finance to determine if items are to be re-ordered
9. Maintain Catalog room cleanliness
10. Maintain paperwork and follow up for BCI transfers of items from
membership
Administrative Duties:
1. Purchase office supplies, equipment, and kitchen supplies (upstairs
and downstairs), along with preparation of annual budget for these line
items
2. Process 'General Information' requests, along with required second
mailings
3. Collect mail from the post office as well as the outdoor mailbox,
open/distribute as appropriate (endorse all incoming checks)
4. Post all outgoing mail
5. Reconciliation of monthly bank statement by the 15th of each month.
Notify Accounting Assistant of old checks and assist with follow-up each
month
6. Coordinate with Executive Director and schedule staff meetings
monthly. Take staff meeting minutes and distribute via e-mail to staff
along with storing on the shared drive
7. Assist Director of Administration and Finance as necessary with
special projects, reports and provide general clerical support
8. Ensure maintenance agreements are kept current, call for equipment
repairs and report all building maintenance issues to the management
company for handling
9. Maintain office forms, in the admin room as well as on the
organization's shared drive
10. Assist Accounts Payable department with expense reports (reviewing
receipts, etc.), as well as calling vendors as needed
11. Assist other departments with various special projects as needed and
with permission from the Director of Administration and Finance
12. Follow checklist of weekly duties
The above statements are intended to describe the general purpose and
responsibilities assigned to the Administrative Assistant/Receptionist
and are not intended to represent an exhaustive list of all
responsibilities, duties and skills required.
To apply, please email cover letter and resume to:
[email protected]. (No phone calls please). Applications accepted
through May 4th. Bat Conservation International is an Equal Opportunity
Employer.
