AIDS Healthcare Foundation

Front Office Assistant-WORLD (Women Organized to Respond to Life-threatening Diseases) located in Oakland, California

US-CA-Oakland
Req No
2017-6743
Category
Administrative/Clerical
Type
Regular Full-Time

Overview

WORLD (Women Organized to Respond to Life-threatening Diseases) is an affiliate of Aids Healthcare Foundation (AHF) is seeking a Front Office Assistant who is sensitive to issues surrounding HIV and AIDS as well as other life threatening diseases to join their dynamic team! The ideal candidate must possess strong Microsoft Office, Social Media, and Internet research skills.

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

One year certificate from college or technical school; or six to 12 months related experience and/or training; or equivalent combination of education and experience. Experience in working on telephone switchboard desirable.

Computer/Software Skills & Abilities

To perform this job successfully, an individual should have knowledge of Outlook Contact Management systems, Excel Spreadsheet software, strong MS Word Processing software, as well as strong internet and social media skills.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Basic Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute, rate, ratio, and percent to draw and interpret bar graphs.

Reasoning Ability

Basic Skills: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Other Skills & Abilities/Qualifications

Sensitivity to issues surrounding HIV and AIDS.

Ability to speak fluent Spanish highly desirable.

Data entry experience preferred.

Responsibilities

Essential Duties & Responsibilities

Includes the following. Other duties may be assigned.

  • Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
  • Retrieves messages from voice mail and forwards to appropriate personnel.
  • Answers and carefully screens incoming telephone calls. Determines purpose of call, and forwards calls to appropriate personnel or department.
  • Answers questions about organization and provides callers with address, directions and other information.
  • Makes referrals to appropriate AHF lines of business based on callers needs.
  • Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
  • Monitors visitor access and issues validation stickers when required.
  • Maintains and updates appointment calendars for conference rooms.
  • Maintains and updates employee telephone lists for the Sunset Administrative Office.
  • Maintains and updates the Administrative Office Floor Plan on a monthly basis or as requested by Operations Manager or Executive Director.
  • Receives, sorts, routes mail and maintains adequate postage and postage supplies.
  • Coordinates courier services (Federal Express, UPS, and other vendors). Orders and maintains supplies for these services.
  • Places orders, receives, and maintains office, conference rooms, and kitchen supplies as needed and/or requested. Reviews and submits billing with packing slips for payment.
  • Post outgoing mail daily and order supplies for postage machine as needed or as requested.
  • Communicates facilities issues (bathrooms, lights and climate) with Building Maintenance.
  • Communicates parking or building announcements with site staff.
  • Notifies staff of large package or overnight deliveries.
  • Makes sure the condition of the conference rooms and kitchen are kept in order.
  • Maintains order and tidiness of the front desk and adjoining area.
  • Directs all undeliverable mail to the appropriate department/site for record update.
  • Evaluation data entry
  • Posting affiliate information on social media.

Participation in WORLD Meetings/Committees

Oakland Office Staff Meeting.

Other Meetings are Requested.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

One year certificate from college or technical school; or six to 12 months related experience and/or training; or equivalent combination of education and experience. Experience in working on telephone switchboard desirable.

Computer/Software Skills & Abilities

To perform this job successfully, an individual should have knowledge of Outlook Contact Management systems, Excel Spreadsheet software, strong MS Word Processing software, as well as strong internet and social media skills.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Basic Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute, rate, ratio, and percent to draw and interpret bar graphs.

Reasoning Ability

Basic Skills: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Other Skills & Abilities/Qualifications

Sensitivity to issues surrounding HIV and AIDS.

Ability to speak fluent Spanish highly desirable.

Data entry experience preferred.

 

We at AIDS Healthcare Foundation believe that each individual is entitled to equal employment opportunities without regard to race, color, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status or disability. The right of equal employment opportunity extends to recruiting, hiring selection, transfer, promotion, training and all other conditions of employment.

 

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