Front Desk Administrator

The Western Pennsylvania Conservancy has been dedicated to protecting and restoring the region’s exceptional natural places since 1932. As a member-based nonprofit organization, we work across Western Pennsylvania and rely on the help of thousands of members, partners and volunteers. We do this work for the benefit of wildlife and people who call Western Pennsylvania home, and for future generations.

We are seeking a highly motivated and experienced individual to fill the position of Front Desk Administrator in our Pittsburgh, PA office to act as the face of the organization by greeting visitors and directing them to their appropriate destination using existing security guidelines. This position provides clerical support and reports directly to the Executive Assistant.

Duties and Responsibilities:

· Greets all visitors, determines nature of business, ensures appropriate security procedures and directs caller to destination.

· Operates central telephone console to receive incoming calls, routing them to appropriate staff. Records and distributes messages to staff by email through Outlook, when appropriate.

· Maintains call log for all received calls, noting means of dispatch to staff.

· Sorts all incoming mail within an hour of arrival. Opens and distributes mail in accordance with established mail and cash receipts policy. If mail is received late in the day, ensures all cash receipts are given to accounting for secure storage overnight, and processed next business day

· Follows finance and administration procedure for handling checks received, including scanning of all checks and accompanying relevant documents, distributing scanned images to required staff, and maintaining online database of daily check log, accessible for use by internal accounting staff and external auditor requirements.

· Follows finance and administration procedures for scanning of invoices received through mail into PaperSave database. Ensures all daily invoices are scanned and given to accounting.

· Monitors headquarters staff attendance and location to ensure appropriate responses for inquiries or emergencies.

· Responsible for coordinating and executing emergency response procedures for Pittsburgh office.

· Reports to supervisor and assists IT staff for staff use of the telephone system related telephone equipment and line problems with remote and on-site service providers.

· Serves as back up to Executive Administrator in conveying security system related communication with WPC Director of Security.

· Maintains schedule and documentation for the sharing of WPC vehicle and keys.

· Periodically assists other departments with administrative support projects as approved by manager.

· Assists in keeping Resource Center stocked with informational literature.

· Responds to information requests, as needed.

· Keeps first-floor supply cabinets and common areas neat, orderly and stocked.

· Performs a variety of general office duties including:

o Distributing publications and supplies utilized by staff

o Obtaining and maintaining supplies for kitchen, office, mailing, and copy equipment. Manages maintenance (including service calls) for copier, fax and postage machines in front desk area

o When necessary, initiates service calls for routine building maintenance and building equipment service with supervisor approval

o Shares responsibility with Administrative Support Team in maintaining various online schedules, logs, and records for items utilized or purchased such as shared conference rooms, A/V equipment, room preparation, etc.

o Executes all administrative support staff needs for use of office equipment at Front Desk; sending faxes, running copier and postage machine (with exception of specific, large mailings.) Documents and reports departmental postage usage to accounting staff through on-line reporting

o Manages business card and nametag orders for new staff

o Manages, re-assigns and communicates shared tasks list to Pgh. staff

o Prepares and sends all outgoing packages for Pittsburgh staff

· Supports Executive Assistant through execution of memos, correspondence, reports, and other documents, as directed, using Word and Excel programs

· Supports the Conservancy’s fundraising efforts and needs, as applicable

· Supplies staff with current phone listing per IT Outlook file

· May give tours of building

· Performs additional duties and responsibilities, as required

Physical Demand / Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Utilizing keyboarding and fine motor skills

· Bending, twisting, lifting and carrying up to 25 pounds

· Climbing up and down stairways

· Sitting/standing/walking for periods in excess of 2 hours

Preferred Experience and Qualifications

· At least 2 years prior clerical experience, or 1 year of experience, with post-secondary clerical or administrative assistant training

· Proficient knowledge of Excel, Word, Outlook software

· Strong organizational skills, with the ability to multi-task

· Excellent communication, interpersonal and customer service skills. Must have the ability to interact successfully with all types of people; displaying a positive, professional demeanor at all times

· Prior experience in reception / dispatch and mail processing

· Must exercise good judgment and discretion in handling calls, visitors and/or sharing information over the phone and otherwise.

· Must be able to meet all physical requirements of the job with or without a reasonable accommodation.

Location: The position is based in our Pittsburgh, PA office

Position Duration: This is a regular, full-time opportunity which includes a robust benefits package.

Hiring Range: $38,900 – $44,000

FLSA Status: This is a non-exempt position which will qualify for overtime pay for all hours worked in excess of 40 in the work week.

Application Process: Please send a cover letter, resume and salary requirements.

Application Deadline: Until filled

COVID-19 considerations:
All WPC/Fallingwater locations are mask friendly, but not required. We are encouraging vaccinations. All employees are required to follow the WPC Covid policy in effect, which is subject to change based on CDC recommendations.

The Western Pennsylvania Conservancy is an Equal Opportunity-Affirmative Action Employer – Minority / Female / Disability / Veteran / Gender Identity / Sexual Orientation / Age

The Western Pennsylvania Conservancy is fully committed to diversity and inclusion. We seek contributors from all backgrounds to join our team.
Job Type: Full-time
Salary: From $38,900.00 per year

Tagged as: front desk administrator/receptionist