Planned Parenthood California Central Coast (PPCCC) is an equal opportunity employer, we welcome all applicants regardless of their race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, sex, gender identity, gender expression, age, sexual orientation, military or veteran status, and all other protected categories by applicable law.
PPCCC is a trusted provider of high-quality, affordable reproductive health care along California’s Central Coast. Each year, PPCCC provides 28,000 people on the central coast with health care services; including sexually transmitted infection testing and treatment, birth control, breast and cervical cancer screenings, vasectomies, and safe and legal abortion care at our six health center locations. PPCCC also provides comprehensive sexuality education programs to help adults and teens make healthy decisions, prevent unintended pregnancies, and avoid sexually transmitted infection.
JOB SUMMARY:
Take ownership of affiliate’s administrative front office including the reception area, mail, deposits and office supplies. Evaluate ways to enhance processes for the maximum utilization of services and equipment. Act as ambassador of first impressions in delivering exceptional customer service when welcoming administrative guests, vendors, business partners, volunteers, and team members. Demonstrate excellent telephone etiquette and maintain a pleasant, friendly and helpful disposition when interacting with others in order to create a positive, caring and professional impression. Assist Director of Finance with special projects as needed. Other duties as assigned.
ESSENTIAL FUNCTIONS:
· Adhere to Planned Parenthood California Central Coast policies, procedures and protocols.
· Answer administrative phones and provide reception for front office.
· Order and distribution of employee name tags and business cards.
· Distribute faxes from administration fax and maintain privacy of information.
· Maintain adequate stock of office and break room supplies. Act as purchasing agent for administrative supplies.
· Responsible for the daily distribution of incoming mail as well as metering all outgoing mail. Responsible for postage meter - adding postage as needed. Ensuring postage rate changes are downloaded. Order meter supplies. Schedule maintenance as needed. Run monthly meter reports for Accounting. Follow all mail handling policies and procedures.
· Record any suspicious mail or security incidents into the Affiliated Incident Management System (AIMS).
· Assist staff and courier drivers with delivery/pickups. Unpack courier bags/bins and distribute documents to appropriate individual or department. Coordinate holiday delivery schedule with courier service, operations manager. Keep health center staff updated on procedures
· Record daily checks/cash received and enter confidential donations, patient payments and insurance payments into the cash Receipt/Deposit Log. Verify the entries for accurate accounting and obtain 2nd staff verification. Provide final Excel report to Director of Finance. Create new worksheet at the beginning of every month.
· Assist staff and volunteers with use of copier, fax and postage meter.
· Ensure all visitors are signed in and issued a “Visitors” badge. Ensure collection of visitor badges when guest leaves facility.
· Check out guest door access cards. Maintain a sign-out log. Notify Facilities & Security Coordinatorif cards are not returned and need to be deactivated. Follow up with staff who have not returned door access cards.
· Log and issue parking vouchers to staff and visitors. Monitor parking lots, secure gates and grounds for safety and security of the facility.
· Provide support to the Facilities & Security Coordinator and/or Health Center Director for the annual fire drills.
· Assist Education department with ordering pamphlets, maintaining the pamphlet inventory, and providing a monthly report to Accounting of internal orders taken from the inventory.
· Call FedEx to schedule pickups. Order and maintain adequate supply of forms and packaging materials. Assist staff with Express USPS and UPS mail.
· Complete special projects as assigned by the Director of Finance
· Be responsible for other duties as assigned by the Director of Finance.
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.
· One-two years of front office experience.
· Experience purchasing office supplies highly desirable.
· Must be detail-oriented, responsible and organized.
· Experienced with multi-function copier and multi-line phone systems.
· Ability to work independently and as a team member.
· Must have respect for confidentiality and possess good judgment.
· Ability to multi-task while maintaining accuracy and attention to detail.
· Must possess a high degree of professionalism and the ability to communicate effectively at all levels.
· Excellent oral and written communication skills.
· Valid California driver’s license, appropriate insurance, and access to reliable transportation required.
EDUCATION and/or EXPERIENCE:
High School diploma or equivalent.
LANGUAGE SKILLS:
English-Spanish bilingual skills are desirable.