The National Conference of State Legislatures (NCSL) is a bipartisan organization that serves the legislators and legislative staff of the nation's 50 states, its commonwealths and territories. NCSL provides research, technical assistance and opportunities for policymakers to exchange ideas on the most pressing state issues. Our mission is to serve state legislatures and other intergovernmental groups by providing support, promoting fresh ideas, connecting legislators and staff with experts and each other, and provide a strong, cohesive voice in the federal system. Since its founding in 1975, NCSL's staff has grown from 15 employees to over 150 employees in its offices in Denver, CO and Washington, D.C.
NCSL is seeking a receptionist / administrative assistant to assist with the day-to-day operations of the building and perform a variety of administrative related duties for the director of operations, human resources, building services, accounting and other departments. This position provides ongoing coverage of the front?desk, central telephone system, and lobby area for the organization and is the first contact in?person or by phone for visitors or callers to the office. The work is performed independently, and therefore the employee must possess a high degree of poise, patience, and maturity to deal with a variety of situations and people. The successful candidate will be detailed oriented with excellent organizational skills, the ability to multi-task in a fast-paced environment, be proficient in Microsoft Office products, and be able to exercise complete discretion and confidentiality with sensitive information.
RESPONSIBILITIES AND DUTIES:
Answers, screens, directs and expedites priority telephone calls / messages to the appropriate staff person, requiring a working knowledge of the entire organization, key issues, programs, services, and staff.
Greets visitors, vendors, constituents, employees and others courteously and provides visitor badges to vendors and guests.
Maintains the master conference room schedule for office meeting space and alerts the appropriate staff person in the event of conflicts.
Notifies the building services department by email the afternoon prior to each event in the large conference room(s) which require advance set-up or reconfiguration
Assists building services department with set-up and re-arrangement of the large and library conference rooms, including making sure all audio video equipment is powered off at the close of each business day.
Works with DC office to ensure phone coverage for both offices.
Performs customer service functions by answering employee requests and questions.
Makes photocopies, faxes documents, sends email correspondence, provides assistance on mailings, coordinates the pickup and receipt of deliveries, and performs other clerical functions as assigned.
Must learn how to process incoming and outgoing mail, Federal Express air or ground shipments, and/or UPS shipments in order to provide emergency back-up in these areas as needed.
Maintains the security of the building including watching security cameras, locking the building, turning on/off lights, and securing alarm system.
Tracks comp time earned and notifies employees of any available hours and expiration of comp time.
Assists with various projects in the HR department related to on-boarding, off-boarding, benefits, data entry, reports, and other tasks as assigned.
Performs administrative tasks for other departments as needed and seeks out additional assignments when there is downtime.
This position has no direct supervisory responsibilities but does serve as a main contact for other employees in the organization.
This job operates in a professional office environment. This role routinely uses standard office equipment such as filing cabinets, computers, copy machines, scanners and smartphones.
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. This is largely a sedentary position that requires the ability to speak, hear, see, lift small objects up to 50 lbs., open filing cabinets and bend or stoop, use hands to handle or feel, and reach with hands and arms.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Experience and Education
High school diploma or its equivalent plus 5 years of relevant work experience, such as a receptionist or administrative role, involving a high degree of interpersonal contact.
Previous experience answering multiline phone system preferred.
Basic knowledge of HR functions preferred.
Knowledge, Skills and Abilities
Works effectively in a team environment with varied departments and diverse personalities.
Ability to be exceptionally detail oriented and work with constant interruptions.
Effective problem-solving and critical thinking skills to provide creative solutions.
Ability to analyze data, run reports, and provide requested information.
Excellent computer skills, familiarity with MS Office suite and demonstrated skills in database management and record keeping.
Ability to effectively communicate verbally and in writing throughout all levels of organization, both internally and externally.
Excellent interpersonal skills and customer-focused attitude, with high level of professionalism, discretion and ability to maintain composure.
Capability to manage multiple priorities, strong organization and time management skills to efficiently to meet deadlines.
Maintain accountability when completing administrative work in support of the organizations core functions.
NCSL offers an outstanding benefits package including low cost health, dental and vision coverage, a 401(a)-retirement plan with 10% contribution after 6 months and full vesting, life & disability insurance, 3-weeks paid vacation with 5+ years of paid full-time work experience, paid leave, 35-hour work weeks, pet insurance, discounted bus / train passes, in-office dry cleaning pick up, access to 24-hour fitness memberships, and more!
Interested candidates should send a cover letter and resume highlighting skills and qualifications to: https://ncsl.applicantpro.com/jobs no later than Friday, April 12, 2019.
NCSL IS AN EQUAL OPPORTUNITY EMPLOYER
About National Conference of State Legislatures
Since 1975, the National Conference of State Legislatures has been the bipartisan voice of legislators and legislative staff in the states, commonwealths and territories of the U.S. Our mission is to serve state legislatures by providing support, promoting fresh ideas, connecting legislators and staff with experts and each other, and providing a strong, cohesive voice in the federal system.
Legislators and legislative staff turn to us for up-to-date, nonpartisan information on critical state legislative issues, including health care, budgets, elections, transportation, education and more. We work to protect state sovereignty and flexibility, fight against unfunded mandates and oppose unwarranted federal pre-emption of state authority. Our experts and their research are regularly cited by prominent national news outlets, including the New York Times, Wall Street Journal and NPR.
NCSL’s success depends on its dedicated and talented staff. Our staff serves a diverse community of legislators and legislative staff, and NCSL values a diverse workforce that reflects that community. We strive to recruit, develop and retain the most talented people by valuing their varied skills and ...experiences. Employees work in a challenging, often fast-paced environment where they assist legislators and legislative staff in their work to promote the common good of the citizens of the states.