Administration Assistant

Requisition ID: req42898

Job Title: Administration Assistant

Sector: Administrative/General Office

Employment Category: Regular

Employment Type: Full-Time

Compensation: USD 21.00 - 24.50 Hourly

Location: Denver, CO USA

Job Description

Job Overview:

The Front Desk Assistant will serve as the primary point person for front desk operations and will oversee a variety of clerical activities and related tasks. This includes greeting and directing visitors who come to the office in-person, answering the main office phone line, notifying staff of visitors’ arrivals and calls, maintaining the reception and front desk areas, and support overall cleanliness and organization of the office. As the first face for many interacting with the IRC, the Front Desk Assistant provides a warm welcome and exercises patience and diplomacy to represent the IRC in Denver. This position requires full-time availability, in-person at the IRC in Denver office, during normal business hours Monday through Friday. This position reports to the Deputy Director, Programs.

Major Responsibilities:

• Welcome and greet clients and guests in-person and over the telephone.
• Receive and route phone calls coming in on the main office line; answer questions or refer inquiries to other team members as needed.
• Ensure messages are passed on to staff and voicemails are checked and returned timely.
• Maintain a welcoming, clean, and safe reception environment for clients and other visitors.
• Update reception area bulletin boards and information stations with relevant materials.
• Support appointment scheduling with staff members.
• Perform clerical duties including data entry, copying, scanning, and filing documentation in electronic and physical files.
• Assist program managers by performing administrative tasks related to that of a Program Assistant
• Receive and distribute mail, ensuring that client mail is well-organized and routinely distributed, whether during a visit to the office or delivered by staff while working in the community.
• Assist with training, supervising, and scheduling volunteers to ensure coverage for front desk operations and administrative tasks.
• Document front desk processes and procedures and update regularly to ensure they are current.
• Monitor reception area, classroom, interview rooms, kitchen, and bathrooms to ensure they are clean, safe, and in working order for daily business needs.
• Participate in program meetings and staff development activities as assigned.
• Adhere to IRC policies and procedures, state regulations, and donor guidelines where applicable.
• Other related duties as assigned.

Job Requirements:

Work Experience

At least one (1) year of professional work experience, preferably in administration or customer service.

Demonstrated Skills & Competencies

• Demonstrated success working and communicating effectively in a multi-cultural environment.
• Excellent customer service skills; comfortable working with individuals with limited English proficiency.
• Strong English verbal and written communication skills.
• Ability to speak clearly and in a friendly and welcoming manner, whether by phone or in-person.
• Flexible, willing to take on new tasks, and capable of adapting quickly to change and applying new information and skills to work duties.
• Independent self-starter with good judgment, attention to detail, and ability to manage multiple tasks.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) required.
• Experience with data entry a plus.
• Fluency in one or more additional languages relevant to current client populations strongly preferred (including but not limited to Amharic, Arabic, Burmese, Dari, Farsi, French, Karenni, Kiswahili, Pashto, Rohingya, Sango, Spanish, Tigrinya, Ukrainian, Vietnamese).

Working Environment

• A standard office environment.
• Staff are required to adhere to IRC’s COVID risk mitigation policies, which may include masking, physical distancing, enhanced hygiene practices, symptom screening, and isolation and quarantine when needed. IRC policies may be stricter than federal, state, or local level policies.

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget.  Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Commitment to Diversity and Inclusivity: IRC is committed to building a diverse and inclusive organization.  We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal. 

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us at IRC.Denver@rescue.org to request accommodation.

Compensation and Benefits: This is a full-time, regular position classified as a non-exempt and eligible for overtime under state and federal law. Starting compensation is $21.00-24.50 per hour, depending on experience and qualifications. We offer a comprehensive and highly competitive set of benefits. In the US, this total compensation package includes: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $120 per month with low to no deductible; dental insurance starting at $7 per month; vision insurance starting at $5 per month; FSA for healthcare, dependent care, and commuter costs; a 403b retirement savings plans with immediately vested employer matching; disability & life insurance; generous parental leave; and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles. In addition, the IRC in Denver offers annual staff development funds and actively promotes learning and growth for its team members.