Onsite Front Desk & Admin Support Specialist

Catholic Charities Diocese of Springfield in Illinois; Springfield (IL); On-site; USD 22,000 - 25,000; Full time

Job summary

Catholic Charities Diocese of Springfield in Illinois is seeking an Office Assistant to cover front desk in our Springfield office. This full-time on-site role runs Monday–Friday 8:30am–4:30pm, providing reception, mail handling, data entry, and general administrative support.

You will greet visitors, manage a multi-line phone system, process deposits and mail, and coordinate meeting logistics. A High School diploma and proficient computer skills, including MS Office, are required; background

Qualifications

• High School diploma or GED equivalent.
• Previous receptionist, administrative, customer service, or social services experience preferred.
• Strong computer skills, Microsoft Office proficiency is expected.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Professional demeanor with the ability to interact respectfully with employees, visitors and the public.
• Ability to occasionally lift up to 25 pounds.
• Successful completion of a background check is required.

Responsibilities

• Greet visitors and answer the front door in a professional and welcoming manner.
• Answer and manage a multi-line phone system, direct calls, and take accurate messages.
• Receive deliveries and promptly notify recipients.
• Process incoming and outgoing mail.
• Provide clerical, administrative, and data entry support to the Administrative Services Coordinator and other administrative staff.
• Process the daily deposit.
• Complete data entry in the donor database (administration & area office cash receipts)
• Process mail merge of thank you letters
• Ensure database integrity through regular clean-up
• Maintain current "community resources" information to share with clients we cannot assist
• Prepare (stamp & mail) checks weekly for accounting
• Order office supplies as requested by administrative staff
• Maintain order in the office supply room
• Schedule pick up when the shred bin is full
• Coordinate conference room reservations and meeting logistics, including ordering meals or refreshments, arranging payment, setting up and cleaning up meeting spaces and securing necessary supplies.
• Maintain a clean, organized, and professional reception area.
• Perform other administrative duties as assigned.

Education

High School diploma or GED

Tools

Microsoft Office

Job description

Catholic Charities Diocese of Springfield in Illinois is seeking an Office Assistant to cover front desk in our Springfield office. This full-time on-site role runs Monday–Friday 8:30am–4:30pm, providing reception, mail handling, data entry, and general administrative support.

You will greet visitors, manage a multi-line phone system, process deposits and mail, and coordinate meeting logistics. A High School diploma and proficient computer skills, including MS Office, are required; background