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 DUTIESAnswers main telephone line and directs calls to appropriate extensionsMaintains visitor sign-in/sign-out logs to ensure only authorized individuals enter the facilityAssists staff with postage meter use and stamps letters/packages as neededMaintains adequate postage levels in the meter and monitors supply needsCompletes 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 standardsProvides administrative support to the Executive Director, including handling confidential records and documentationPrepares 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 documentationSupports daily visitor scheduling and maintains the front desk calendar and routine workflowWorks 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 programsEnsures interbuilding communication regarding any food or post deliveries for building staff while keeping said orders organized in the office spaceWorks with staff to fulfill amazon ordersNotarize documents for the executive directorPerforms additional duties as assigned to ensure smooth and efficient front desk operationsSCHEDULEMonday-Friday 9am-5pmOTHER REQUIREMENTSAbility to pass Colorado Bureau of Investigation background checkAbility to pass Federal Bureau of Investigation background checkAbility 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) requiredMust pass agency driver certificationMust meet all Colorado Department of Human Services regulations regarding staff health and safetyMust complete a notary course and get certified as a public notaryEDUCATION & EXPERIENCEBachelor's degree preferred; five years of relevant experience may substitute for degree requirementMinimum of 3-5 years of progressively responsible business office, billing, or HR administrative experienceKNOWLEDGE, SKILLS, & ABILITIESStrong general math skillsExcellent organizational skills with the ability to prioritize tasks and stay calm under pressureEffective and professional communication skills (written and verbal)Ability to maintain confidentiality and handle sensitive information appropriatelyGood judgment, flexibility, and creativity in responding to changing needsHigh level of accuracy and attention to detail in data entry and documentationExperience with accounting software (Quicken or similar) preferredProficient in Microsoft Office (Word, Excel, Outlook)Ability to contribute to a welcoming, supportive, and team-oriented work environmentNOTICEThis 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.