Shire Jobs

The Rural Alaska Community Action Program, Inc., (RurAL CAP), founded in 1965, is a private, statewide, nonprofit organization working to improve the quality of life for low-income Alaskans.We represent every region of the state as one of the largest and most diverse nonprofit organizations in Alaska.We value input from and have respect for all people. We believe that Alaskans have the right to maintain their cultural heritage and close relationship to the land while protecting their economic and human potential.Our programs in early education, housing, and health and well-being serve to alleviate the root causes of poverty. We deliver innovative, community-driven solutions in response to Alaskas most challenging needs while supporting vulnerable individuals and communities statewide.

JOB SUMMARY:Supervises central office reception including staff and visitor interactions, offer general clerical support agency wide, and assists with board and executive administrative duties as assigned.

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:

1. Manages the front desk area ensuring security and safety of staff, visitors, and property per Agency Policy. Greets walk-ins in a pleasant and courteous manner, determines nature and purpose of visit, and directs them to appropriate point of contact or meeting space.
2. Supervises Front Desk and Administrative Service Support staff, providing training, monitoring performance, and fostering a customer-oriented team culture.
3. Operates multi-line phone system to answer and forwards calls to staff or their voice mail; uses intercom to page individual staff or make all staff announcements; and uses Microsoft Teams to connect to staff as needed.
4. Manage inquiries about programs and services, and offer information to visitors concerning program schedules, eligibility requirements, and registration procedures via phone, email, and during designated welcome hours.
5. Assist individuals in applying for the organization's programs and services by gathering required information and documentation for program enrollment, and then forward the application details to the relevant department point of contact for further assistance.
6. Coordinates mail delivery/receiving, as building doors remain locked. Helps to Manage Mail Room cleanliness, receive and process incoming mail; date stamp and distribute to department mailboxes, open and process designated mail.
7. Manage and Process incoming general agency email communications inbox and distribute to department and program points of contact.
8. Performs general office duties; responsible for ordering office supplies in coordination with Procurement Department; maintains administrative files; assists in maintaining agency wide Policies and Procedures distribution to staff; in coordination with the Communications team, maintains agency mailing lists and special project mail-outs; in coordination with the Communications team.
9. Provides support for agency and board trainings, workshops, conferences and events including arranging and reconciling all Executive Travel.
10. Assists with the logistics of RurAL CAP Board of Directors meetings and general Board communications; arranges Board travel, prepares packets, assists with registration and related activities; assists departments with meetings; assists with meeting room setup and cleanup; sets up conference calls; takes minutes and transcriptions.
11. Assist with Board and Executive Administrative tasks such as data entry, filing, sending email communications, document management and provide general administrative support to RurAL CAP divisions and departments at the direction of the Supervisor.

OTHER RESPONSIBILITIES:

1. Adhere to front desk operations including opening and closing procedures, as well as adhering to agency safety protocols to ensure a secure and welcoming environment for staff and visitors.
2. Keep accurate records of visitor logs, program registrations, and other relevant information.
3. Remains informed of agency emergency procedures
4. Maintain up-to-date knowledge of the organization's various statewide programs and services offerings and eligibility requirements.
5. Coordinates with Purchasing Department staff to manage agency common areas such as the library, boardroom, meeting rooms, photocopy rooms and tea rooms.
6. Serves as Assistant Executive Secretary to the Board of Directors; Records, prepares and distributes minutes for Executive Committee and Board meetings.
7. Participates in research for special administrative projects as assigned, and produces related correspondence, and documents multimedia presentations at the request of the supervisor.
8. Assists with overseeing agency files, historical records, subscriptions and periodicals.
9. Assists with the production of a variety of agency publications such as brochures and handouts.
10. Provides support when needed to the Volunteer Program Coordinator in coordinating volunteer activities such as scheduling, orientation, and tracking volunteer hours.
11. Performs other duties as assigned

WORK ACTIVITIES:

Communicates effectively with staff, clients, and stakeholders across the Statewide Agency network to ensure smooth operations and coordination between front desk activities, program activities, and tasks assigned.

COMPETENCIES, SKILLS, AND ABILITIES:

1. Ability to efficiently and effectively manage multiple tasks, responsibilities, and priorities simultaneously.
2. Ability to convey information clearly, effectively, and professionally in various forms of communication, such as verbal, written, and non-verbal.
3. Gives full attention to what other people are saying, taking time to understand the points being made and asking questions as appropriate.
4. Communicates effectively orally and in writing as appropriate for the needs of a diverse audience.
5. Possesses judgment and decision-making abilities to evaluate the relative costs and benefits of potential actions to choose the most appropriate one.
6. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
7. Ability to establish a good rapport with people of diverse cultures and belief systems.
8. Ability to read, comprehend, and follow established policies and procedures.
9. Ability to manage work time well, prioritize and meet deadlines.
10. Demonstrated ability to work effectively in a team environment.
11. Must demonstrate sound judgment, courtesy, tact, professional boundaries, ethics, and ability to maintain confidentiality.

WORK ENVIRONMENT/JOB CONDITIONS:

1. Agency is a mandated tobacco, drug and alcohol-free workplace.
2. Develops and maintains constructive and cooperative working relationships with others.
3. Uses computers and computer programs effectively to enter data, create spreadsheets and process information, and, develop documents, program and training materials.
4. Develops specific goals and plans to prioritize, organize, and accomplish work.
5. Communicates with others outside the organization, representing the organization to customers, the public, and other external sources in person, in writing, or by telephone or e-mail in keeping with current policies and procedures.
6. Must have the ability to operate the following equipment: desktop computer, telephone, copier, PC printer, and fax machine.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly to grasp, type, see, talk, hear, and lift and carry 50 pounds of weigh