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Job Title: Receptionist/Administrative Assistant
Location: San Francisco, CA United States
Position Type: Full Time
Post Date: 04/20/2021
Expire Date: 06/20/2021
Job Categories: Administrative and Support Services, Environmental
Job Description
Receptionist/Administrative Assistant
Earthjustice is the premier nonprofit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy; and to combat climate change. We partner with thousands of groups, supporters, individuals and communities to engage the critical environmental issues of our time, and bring about positive change. We are guided by a passionate, ambitious vision for the future for people and our planet: until justice stands for all, we will never rest. We are here because the earth needs a good lawyer.

Founded in 1971, Earthjustice has a distinguished track record of achieving significant, lasting environmental protections. We achieve this by hiring people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Juneau, Los Angeles, Tallahassee, Honolulu, New York, Philadelphia, Denver, Seattle, Bozeman, Chicago, and Washington, DC.

The Receptionist/Administrative Assistant is responsible for answering and routing incoming calls for our 160-person headquarters and regional offices, and for maintaining the activities and flow of the front desk. The Receptionist/Administrative Assistant will be supporting operational and administrative services in the San Francisco office. The position is essential to our goal of providing an efficiently operated office that meets the workplace needs of the staff.

This position will join a team that includes the following team members: Office Manager and two Office Associates. The Receptionist/Administrative Assistant will report to the Office Manager.

This position is full time and located at our headquarters in San Francisco, CA. The position will be a remote/in-office hybrid position until September 1, 2021. This position will become completely office-based once our office is fully reopened.

Responsibilities:

Receptionist Duties (65%)

Hospitality

Ensure that visitors, callers and staff are treated with the utmost respect and hospitality.
Maintain a clean, organized and welcoming reception area, including maintaining general business cards and other Earthjustice information.
Welcome visitors by greeting them cheerfully and facilitate their hand off to the appropriate staff person.
Serve as frontline donor relations staff, including providing customer service to donors, troubleshooting issues, and enhancing the callers’ experience with Earthjustice before routing donor callers to the appropriate team.
Follow Earthjustice procedures for handling incoming callers and provide feedback to Office Manager and others as appropriate in order to enhance callers’ experience.
Gather weekly and daily schedule information from HQ departments on planned visitors, events or meetings with outside guests.
In accordance with Earthjustice procedures and in keeping with excellent customer service, handle non-donor callers, such as callers who want Earthjustice to work on a case.
Review the staff list and the Board of Trustee list on a regular basis to become familiar with possible callers from our Board in order to provide excellent customer service.

Telephone Procedures

Open phones and the reception area by 9:00 a.m., Monday through Friday.
Learn and operate a multi-line phone system and its software component.
Direct phone calls to the appropriate staff member or voicemail.
Understand the position of each staff person and become familiar with the organization chart in order to properly direct callers.
Retrieve all voicemail messages from the general delivery mailbox and route to appropriate individuals.
Provide training to reception relief staff and temporary reception staff members.
Update and maintain the Reception Directory Binder as departmental, divisional, and organizational changes are made.

Security Procedures

Learn and operate the online DVR system and the AIphone.
Monitor security screen and allow access to staff and appropriate visitors.
Learn and implement our security procedures, including recording visitors into our visitor log, creating visitor badges for guests, and informing HR and the Office Manager of any security threats.
Monitor who is in the office and who is not.
Mail, Package, Fax and E-mail Procedures

Communicate with delivery people, manage incoming packages and direct them to the appropriate person.
Retrieve all incoming electronic faxes and forward to the appropriate person.
Retrieve incoming e-mail from the Earthjustice Headquarters account and forward to the appropriate person.
Process removal requests from the Earthjustice Headquarters e-mail accounts.

Miscellaneous

Assist staff with clerical needs upon request, such as assembling mailings, sorting electronic files, and recording attendance information for events.
Fill in during vacations, sick days and other emergencies for the Office Associates.
Maintain conference room display system and notify Office Associates or Office Manager of needed maintenance or issues.
Other duties as assigned.

Administrative Duties (25%)

Office Appearance

Maintain upkeep of copy rooms by cleaning up counters and reorganizing supplies.
Maintain upkeep of the kitchen by cleaning appliances, wiping the counters, starting the dishwasher, unloading the dishwasher, and emptying and cleaning the coffeemaker, coffee pots, and refrigerators.
Maintain upkeep of conference rooms by ensuring adequate supplies, maintaining equipment, removing dirty dishes, rearranging chairs, and cleaning off dry erase boards.
Maintain upkeep of Mother’s Rooms, Quiet Rooms, and other shared office spaces.

Office Technology and Machines

Learn to operate all office equipment, provide training to staff on the equipment, and oversee proper use of all equipment. Troubleshoot office equipment and place service calls.
Maintain and troubleshoot the conference room display systems.

Shipping

Assist staff with shipping needs.
Help with large mailings as needed.
Maintain upkeep and storage of packages in the reception closet.
Serve as backup for the Office Associates to handle outgoing mail.

Workspace Systems

Serve as back-up to both Office Associates to assist in office moves or changes.
Serve as a back-up to both Office Associates to install and adjust standing desks.
Aid in discovery and research of new office technologies and software for the SF Admin team and assist with training and deployment.
Assist with management and updates to task management software for office maintenance tasks, supply check tasks, and other departmental on-going tasks.

Safety

Serve as back-up to both Office Associates to maintain knowledge of OSHA requirements and ensure office environment is fully compliant.
Maintain upkeep of first aid and earthquake kits.
Participate in training and drills as a floor warden.
Serve as back-up to support ergonomic program needs.
Events and Meetings

Provide logistical support for meetings and events, such as setting up conference space, handling catering orders, or gathering supplies.
Assist in organizing and implementing office events.

Support for Staff and Operations

Contribute to departmental redundancy coverage by learning all aspects of office management protocols and serving as a backup when needed.
Respond to staff questions and requests and provide assistance to all departments.
IT Services

Serve as back up to IT on video conferencing, projectors, and conference calls.
Provide IT support if IT staff are not available.

Training, Development and Diversity, Equity and Inclusion (10%)

Participate in ongoing education on topics of interest pertaining to this position including but not limited to operational processes, feedback, emotional intelligence, and Diversity, Equity, and Inclusion.
Qualifications & Requirements
Qualifications:

Some office experience desired.
Proficiency with Microsoft Office’s suite of programs.
Ability to remain composed and effective under pressure.
Strong interpersonal skills and ability to work amicably with various departments and offices, while still accomplishing goals and meeting deadlines.
High quality work standards and ethics, strong attention to detail, and willingness to dedicate time and hard work to Earthjustice.
Excellent verbal and written communication skills.
Good team spirit.
Ability to maintain a courteous and helpful manner and a cheerful and energetic attitude.
Patient phone etiquette and soft skills, as well as a warm friendly demeanor.
Commitment to being incredibly punctual and reliable.
Demonstrable awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
Willingness to contribute to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences.
Ability to lift boxes over 25 pounds.
Ability to sit for a period of time and ability to be on feet for a prolonged period of time.
We offer a competitive salary and excellent benefits that are comprehensive and competitive. We also offer an extremely congenial work environment and a casual dress code.

Salary is based on experience and location.
Salary range in San Francisco, CA: $54,700 - $63,800


To Apply:

Interested candidates should submit the following via Jobvite:

Resume
One or two page cover letter.
Please apply by May 10, 2021. After that, applications may be reviewed on a rolling basis until the position is filled.

Please reach out to jobs@earthjustice.org if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies.

Earthjustice is driven by a passion for justice, partnership, and excellence. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information, or any other factor that is not related to the position.

For positions located within the City and County of San Francisco Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment-qualified applicants with arrest and conviction records.

For positions located within the City of Los Angeles:We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.
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Company Description:
Earthjustice is the premier nonprofit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy; and to combat climate change. We partner with thousands of groups, supporters, individuals and communities to engage the critical environmental issues of our time, and bring about positive change. We are here because the earth needs a good lawyer. Founded in 1971, Earthjustice has a distinguished track record of achieving significant, lasting environmental protections. We achieve this by hiring people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Juneau, Los Angeles, Tallahassee, Miami, Honolulu, New York, Philadelphia, Denver, Seattle, Bozeman, and Washington, DC.
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