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Job Postings

Colorado Clinical Guidelines Collaborative (CCGC) currently has the following job opportunities available.

• Receptionist/Administrative Support Specialist (August 2008)

Receptionist/Administrative Support Specialist

• Printer-friendly job description

GENERAL STATEMENT OF DUTIES: The specialist will be the primary person to answer the phone and greet visitors at the front desk. They will also provide administrative support for board and membership functions.

IDEAL CANDIDATE: A person who is oriented toward positive friendly customer service. Has an enthusiasm for our mission, a strong work ethic and the ability to take on the responsibility for supporting the many functions of the organization. Is organized with ability to multi-task and has administrative support experience and excellent computer skills.

FUNCTIONAL RESPONSIBILITY: Works under the direct supervision of the Director of Finance and Operations. Performs a variety of administrative activities including telephone reception, scheduling meetings, updating and maintaining various databases and general support functions.

POSITION TYPE: Full-time, Non Exempt

EXAMPLES OF DUTIES:
(The following are intended to be illustrative only and not intended to be all inclusive)
Essential Functions - works with management and staff to:

• Perform a range of diverse administrative support activities for CCGC. Serve as a central point of contact for CCGC management, staff, Board of Directors, membership and other external constituencies in the resolution of a variety of day-to-day matters. Answer and screen telephone calls and ensure timely responses to callers, handling any complaints courteously. Implement established polices and procedures set by management.
• Use computer to access e-mail, electronic calendars, and office support software. Use various software applications, such as spreadsheets, databases and power point.
• Coordinate and schedule Board, Membership and other CCGC meetings, either face-to-face or by conference call. Coordinate participants’ schedules and arrange dates, times and places for meetings. Notify participants and send follow up reminder notices. Work with staff to complete and distribute agendas, minutes and other materials before and after each meeting, ensuring they are sent in a timely manner. Solicit feedback on minutes, incorporate suggested revisions and redistribute as needed. Collate and distribute meeting packets, arrange catering and any required audiovisual equipment. As assigned, compose draft correspondence, minutes of meetings, agendas, and other needed office documents. Maintain paper and/or electronic calendars of office meetings, events, activities, and staff schedules.
• Maintain and update Staff, Board and Membership databases and lists, including email distribution lists. Establish, update, and maintain CCGC central paper and electronic files and records systems. Implement and maintain data management systems as required. On a yearly basis, perform a mail merge and send out letters for yearly membership dues. Send out needed follow up reminders and/or make follow up calls to membership.
• Sort and distribute all incoming mail daily. Ensure outgoing mail is posted. Distribute correspondence in a timely manner (letters, proposals, memos, faxes, emails, reports, etc) to CCGC’s managers and staff. Maintain logs of incoming checks and record dues payments in appropriate file.
• Central point of contact for office equipment help such as copier jams, postage machine use or and landlord related maintenance. Responsible to see that the kitchen is kept cleaned up and food in the refrigerator is kept relatively current.
• Coordinate various aspects of ongoing projects including assembling packets, tracking and entering survey results into a database and other activities as needed.
• Assist with planning all logistics for special events and conferences including invitations, mailings, location, catering, conference materials, presentations, AV equipment, registration, and other logistics as needed.
• Manage CCGC office supply process including ordering, stocking and accounting of supplies needed for day-to-day office operations, making sure no out of stock situations occur. Maintain supply of updated and assembled CCGC materials, such as Public Relations packets and other materials.
• Submit timesheets for self for assigned projects if needed.
• As appropriate, maintain employment applications and coordinate interview logistics.

REQUIREMENTS: Requires strong problem-solving, “can-do” attitude, team work mentality, ability to multi-task and experience in administrative support duties, with the dedication to do whatever it takes to get the job done. Demonstrated ability in English usage, spelling, grammar and punctuation. Understanding of correct procedures for maintaining paper and electronic filing, record keeping and database management. Ability to create, compose and edit written materials. Ability to make administrative/procedure decisions and judgments. Ability to establish and meet time schedules and show flexibility when unexpected changes occur. Must be able to establish and maintain effective working relationships with diverse staff, managers, and board members, representatives of member organizations and general public.

WORKING CONDITIONS: Primary work is performed in an office environment with extensive telephone contacts. Much of a typical work day is spent at a computer terminal. Travel to outside meetings or for other activities is required occasionally. Usually works on multiple tasks, various projects and different software programs during the course of a workday.

MINIMUM QUALIFICATIONS AND SPECIAL SKILLS
REQUIREMENTS AND RESTRICTIONS:

Physical: Position requires ability to work in an office environment and manage the stresses of meeting multiple deadlines and handling interruptions to on-going project work.

Computer Knowledge: Excellent computer skills required: Word, Access, Excel, Outlook, mail merges and PowerPoint.

Education: High School Diploma or G.E.D required. Prefer A.A. or B.A. degree

AND

Experience: Minimum 2-4 years of progressive general office/administrative support experience

OR

An equivalent combination of education and extensive relevant experience.

WEEKLY EMPLOYMENT HOURS: 40 Hours a week

SALARY RANGE: $30,000 plus benefits