Administrative Assistant - Front Desk

The Administrative Assistant – Front Desk serves as the primary point of contact for visitors, caseworkers, families, guardians, and community members. This role maintains essential databases and documentation, provides administrative support across departments, and helps ensure a welcoming and secure environment for all individuals entering the facility.

This position is also trained by the Finance Associate and the Executive Director to complete external records requests, ensuring timely, confidential, and compliant handling of all documentation requested by outside agencies, partners, or stakeholders.

ESSENTIAL JOB DUTIES

• Answers main telephone line and directs calls to appropriate extensions
• Maintains visitor sign-in/sign-out logs to ensure only authorized individuals enter the facility
• Assists staff with postage meter use and stamps letters/packages as needed
• Maintains adequate postage levels in the meter and monitors supply needs
• Completes external records requests under the training and guidance of the Finance Associate and Executive Director; ensures all requests are logged, tracked, fulfilled, and stored according to agency and regulatory standards
• Provides administrative support to the Executive Director, including handling confidential records and documentation
• Prepares outgoing mail (maintaining the stamp printer and ensuring timely receipt by the post office.
• Maintains orderly filing systems, including but not limited to: records requests, visitor logs, overnight census reports, shift reports, and other administrative documentation
• Supports daily visitor scheduling and maintains the front desk calendar and routine workflow
• Works collaboratively with the Program Director to develop and maintain an efficient system for allocating meeting spaces for therapy and clinical services, ensuring equitable and effective space usage across programs
• Ensures interbuilding communication regarding any food or post deliveries for building staff while keeping said orders organized in the office space
• Works with staff to fulfill amazon orders
• Notarize documents for the executive director
• Performs additional duties as assigned to ensure smooth and efficient front desk operations

SCHEDULE

• Monday-Friday 9am-5pm

OTHER REQUIREMENTS

• Ability to pass Colorado Bureau of Investigation background check
• Ability to pass Federal Bureau of Investigation background check
• Ability to gain clearance through the Colorado Central Registry of Child Abuse and Neglect (TRAILS)
• Must have a valid Colorado driver’s license (or other form of ID) required
• Must pass agency driver certification
• Must meet all Colorado Department of Human Services regulations regarding staff health and safety
• Must complete a notary course and get certified as a public notary

EDUCATION & EXPERIENCE

• Bachelor’s degree preferred; five years of relevant experience may substitute for degree requirement
• Minimum of 3–5 years of progressively responsible business office, billing, or HR administrative experience

KNOWLEDGE, SKILLS, & ABILITIES

• Strong general math skills
• Excellent organizational skills with the ability to prioritize tasks and stay calm under pressure
• Effective and professional communication skills (written and verbal)
•  Ability to maintain confidentiality and handle sensitive information appropriately
• Good judgment, flexibility, and creativity in responding to changing needs
• High level of accuracy and attention to detail in data entry and documentation
•  Experience with accounting software (Quicken or similar) preferred
•  Proficient in Microsoft Office (Word, Excel, Outlook)
•  Ability to contribute to a welcoming, supportive, and team-oriented work environment

NOTICE

• This job description is intended to outline the general nature and responsibilities of this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employees may be assigned other job-related tasks as needed.