Administrative Assistant and Receptionist

The Receptionist will serve as the Foundation’s receptionist and provide administrative support to the Admin
Department, as well as other departments when needed. S/he will provide excellent customer service while
maintaining discretion and confidentiality.
This position reports to the Director of Human Resources and Administration.

PRIMARY ACCOUNTABILITIES:
 Professionally answer main telephone line, screen and direct calls. Monitor main line voice messages.
 Meet and greet visitors as they arrive; advise appropriate staff member.
 Receive and distribute deliveries, incoming USPS mail, posting and delivery of outgoing mail daily. Log inperson incoming and outgoing checks. Assist with courier requests and correspondence.
 Prepare and deposit all cash receipts and record all deposits and transfers between accounts in Raiser’s
Edge on a daily basis. Maintain originals according to checking account and date. Compare cash log with
deposit slips and verify that all receipts were deposited.
 Scan and file documents for the Finance department, including expense reports, invoices, incoming
contribution checks, weekly payment backup and weekly revenue backup.
 Maintain inventory of office and kitchen supplies by checking stock to determine inventory levels,
anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies
weekly. Place special orders as needed.
 Process monthly public transportation pass and parking orders.
 Assist with collection of PTO requests and monthly absence reports.
 Update all internal contact lists, including staff telephone extensions, birthdays and work anniversaries.
Distribute as necessary.
 Monitor and maintain office equipment, e.g., copier, scanner and postage machine.
 Manage phone system, including adding new lines, updating staff directory, special features and requests.
Program phones for special greetings, including holidays or non-business hour greetings.
 Manage outgoing quarterly fund statements to The Miami Foundation’s fundholders. Merge, print, organize,
scan and mail fund statements.
 Serve as backup for acknowledgment letters and for updating and maintaining constituent records in
Raiser’s Edge database.

 Serve as backup for logging all incoming contributions into an Excel spreadsheet on a daily basis.