Reports To: Associate Executive Director for Operations
Department: Business Operations
FLSA Status: Full-time, Hourly, Non-exempt
Summary: This position will answer calls and greet members, the public, visitors, vendors, etc. and coordinate the purchasing of materials, products and services for all departments and affiliates of the NH Bar Association (NHBA). This position also handles reservations for conference and meeting rooms, provides information regarding activities conducted by the NHBA and activities being conducted at the Bar Center.
Duties and Responsibilities include the following. Other duties may be assigned.
Essential Responsibilities:
- Answer multi-line telephone system, screens and directs telephone calls in a professional manner. Records and delivers accurate messages when necessary.
- Greet and direct all visitors to the Bar Center
- Process and routes incoming and outgoing mail on a daily basis; accept and route faxes and deliveries
- Coordinate front desk schedule and coverage as needed
- Oversees purchasing and inventory of office supplies and equipment as approved by the NHBA Management Team.
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- Purchase, pick-up and deliver beverage supplies for catering kitchen
- Inventory and purchase paper products for catering kitchen
- Provide administrative support to all departments for special projects, (i.e., stuffing envelopes, folding letters, printing labels)
- Maintain front-desk files and information in an organized and accessible manner to include updating reference sheets and front-desk information.
- Assist walk-ins with informational handouts available in the reception area.
- Maintain the NHBA meeting room and conference room calendars and schedule those rooms on behalf of internal and external constituents who desire to use the rooms upon their request and the room availability.
- Report on meeting and conference room usage monthly.
- Operates standard office equipment efficiently to include:
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- multi-line telephone
- scanner
- computer with printer
- photocopy machine
- facsimile machine
- calculator
- Performs other related duties as assigned.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Language Ability:
Ability to respond to common inquiries or complaints from members and/or public. Ability to effectively present information to top management, staff, committees and/or boards of directors.
Math Ability:
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability:
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Computer Skills:
To perform this job successfully, an individual should have knowledge of word processing software; spreadsheet software; database software; association management software; project management software and Microsoft Office.
Education/Experience:
High school diploma or general education degree (GED); and equivalent combination of education and experience.
Equipment:
Valid driver’s license and access to a reliable automobile
Knowledge, Skills and Other Abilities:
- High level of multi-tasking ability
- Ability to prioritize
- Flexibility in time, attitude, outlook and with dealing with volunteers
- Customer and member service motivation
- High level of good judgment
- High level of diplomacy and sensitivity when dealing with aggressive members and public
- Ability to cope under stressful conditions
- Ability to boil down information to communicate essentials quickly and effectively
- Microsoft Office package use ability
- Appreciation for value of lawyers and legal system
- Commitment to quality
- Prior switchboard experience
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.
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.
While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts.
The noise level in the work environment is usually moderate.
Interested candidates should send a resume and cover letter to employment@nhbar.org.
Please reference “Front Desk/Purchasing Administrator” in your subject line.