Receptionist and Administrative Assistant

Description

 The primary responsibility is to provide administrative support to ensure the efficient operation of IEI's offices. This includes managing phone calls and emails, creating newsletters, scheduling appointments, maintaining archives, tracking data and finances, and supporting meetings with setup and cleanup. The individual must handle complex and confidential administrative tasks while exercising good judgment and discretion.

This position requires someone who is welcoming, organized, agile, and resourceful, capable of adapting to changing priorities without compromising quality or deadlines. The role requires critical thinking, as the individual must understand how their tasks align with the organization's goals and actively contribute to team processes by suggesting improvements.

ESSENTIAL FUNCTIONS AND DUTIES

Receptionist 

• Maintain a welcoming, organized front desk area.
• Maintain up-to-date office records and filing systems as assigned.
• Maintain inventory records for office supplies and merchandise, ensuring timely restocking.
• Telephone Calls 
• Process incoming and outgoing mail, faxes, and packages, and distribute them to the appropriate recipients.
• Coordinate and manage office supplies, merchandise, and equipment, ensuring an adequate stock of materials and supplies, including tracking, procurement, and distribution.
• Basic daily office upkeep, including sanitizing & restocking bathrooms, vacuuming, dusting, and trash removal.
• Update meeting calendars and prepare training room(s) for upcoming events

Administrative Support 

•  Assist with agency events, including compiling prizes and awards for employee contests and competitions.
• Schedule Interpretive services for meetings and events.
• Create professional, well-organized documents and communications tailored to various internal and external audiences.
• Maintain strict file organization standards for both physical and digital documents, following IEI’s internal network structure and Google Drive systems.
• Ensure that naming conventions, access permissions, and document formatting follow organizational standards.
• Assist with special projects as assigned.
• Responsible for managing and maintaining the agency’s archiving files
• Assist in managing IEI’s social media presence—post updates, news, and public-facing content with direction.  
• Provide detailed, accurate meeting notes as assigned.

Accounting and Financial Support 

•  Secure check-in/check-out procedures for cash, checks, gift cards, company credit cards, and office equipment.
• Tracking and verification of incoming funds, such as petty cash.
• Conduct and manage expense tracking and verification, including processing checks, coding grocery receipts, and verifying receipts for purchases made by the people we support.
• Provide backup support for accounting/financial duties, including ACES data pulls, payroll needs, and receipt processing.
• Provide general accounting/financial support as assigned, such as matching Amazon receipts, tracking utilities for people’s homes, processing SNAP cards, processing client billing, etc.  

Other duties as assigned by supervisor or designee to provide efficient and uninterrupted support to those we serve or the business needs.

Requirements

 QUALIFICATIONS

• Must be at least 18 years old.
• Valid Oregon driver’s license for three (3) consecutive years with an insurable record
• Acceptable state/federal mandated background check (including Protected Service Investigations).

Education and Experience:

• A high school diploma or GED 
• Must be experienced in computer programs such as Microsoft Office or Google Suite.
• Two years of office experience preferred

Knowledge, Skills, and Abilities:

• Strong computer skills, including Excel, Word, and other Microsoft Office and Google Suite applications
• Demonstrates proficiency in computer applications, including word processing, spreadsheets, and databases, with the ability to learn and navigate IEI’s internal systems, Google Workspace (Docs, Sheets, Drive), and other agency-specific platforms. 
• Proficiency with email and calendar management, such as Gmail and Google Calendar platforms.
• Maintains organized digital files and contributes to consistent and efficient documentation practices.
• Demonstrates basic math skills: able to reconcile receipts, count and track cash or checks, verify invoice totals, and recognize discrepancies or potential errors in day-to-day financial and administrative tasks.
• Professional, clear, and positive oral and written communication skills, both expressive and receptive
• Maintain positive relationships with others.
• Demonstrate a commitment to equity, inclusion, and belonging by contributing to a workplace culture that honors and respects diverse identities, experiences, and needs of all people by supporting inclusive practices in interpersonal interactions, decision-making, service delivery, and organizational systems.
• Excellent critical thinking skills in all levels of daily activity, planning, and decision-making. This includes demonstrating the ability to make reasoned, logical, and well-thought-out judgments.
• Self-motivated and willing to learn new skills
• Handle multiple detailed duties with a very high level of accuracy.
• Service-oriented and willing to help out wherever needed.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks and delegate them when appropriate. 
• Efficiently operate within the broad framework of established policies and procedures with little supervision and direction.