Administrative Support Specialist

Summary: This position combines responsibilities for managing daily reception operations and providing support with inventory data. This role ensures an efficient, welcoming, and professional reception area while maintaining accurate inventory data, purchasing, preparing reports, and supporting both Mission Services and Retail departments.

Essential Duties and Responsibilities: Include, but are not limited to, the following, as other duties may be assigned:

Administrative Support

• Promote the overall goals and objectives of Heart of Texas Goodwill.
• Represent the organization in the community positively and professionally.
• Open and secure the office each day.
• Welcome on-site visitors, determine the purpose of their visit, and notify the appropriate personnel.
• Issue key fobs, keys, and badges if needed, and ensure badges are returned when guests leave.
• Answer incoming calls, assess the purpose of the callers, and direct calls to the appropriate staff or departments.
• Provide information about the organization, including addresses, directions, and other details.
• Take and deliver messages or transfer calls to voicemail when necessary.
• Prepare and print memos, correspondence, reports, and other documents as needed.
• Receive and open daily mail.
• Sign for deliveries and ensure all packages are adequately distributed.
• Input data into an Excel spreadsheet to generate monthly and yearly donation reports.
• Responsible for performing routine data entry to support various departments and staff. (e.g., entering satisfaction survey results, WEX gas receipts, and landfill slips).
• Maintain safety and cleanliness standards in the reception area.
• Keep the reception area tidy and presentable, stocked with necessary supplies such as pens, forms, and brochures.

Inventory Support

• Create and process purchase orders.
• Performs comprehensive price analysis for third-party vendors.   
• Order new stock when inventory levels are low, adhering to authorized limits.
• Review documents such as invoices, shipping receipts, and purchase orders to verify stock levels.
• Prepare requests for replenishing supplies and merchandise.
• Communicate with vendors regarding missing items, damaged items, or restocking needs. 
• Identify and resolve issues related to damaged or missing products and reconcile discrepancies in inventory records. 
• Conduct regular audits, including quarterly cycle counts and physical inventory checks, to ensure accuracy between actual stock and system records. 
• Compile and analyze inventory reports. 

Leadership Competencies:

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must pass a drug screen.  A criminal background check is required.  A driver’s license check is required.  Must show proof of current driver’s license and minimum auto liability insurance coverage.

Minimum Skills:

• Excellent written communication skills.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to create and maintain working relationships within a collaborative team environment.
• Strong customer service skills and the ability to work effectively with a variety of individuals and personalities.
• Proficiency in completing assignments independently and on time.
• Ability to multi-task, prioritize, and thrive in a fast-paced, consistently changing environment.
• Ability to uphold high standards of confidentiality, ethics, and integrity.
• High level of energy, motivation, persistence, and positive attitude.
• Able to effectively manage time, be flexible, and juggle multiple projects and shift priorities.
• Proficient in Microsoft Office Suite and G-Suite. 

Education and/or Experience, Technical Skills:

A minimum of a high school diploma or general education degree (GED) and a minimum of 1 year of work experience in the customer service industry/position.

Certificates, Licenses, Registrations:

N/A

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the noise level in the work environment ranges from quiet to very noisy.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Frequently required to communicate and provide instruction.
• The job requires using a computer.
• Driving is required. 

Discrimination Reports:

It is the policy of Heart of Texas Goodwill to ensure equal employment opportunity in accordance with all state and federal regulations and guidelines. Employment discrimination against employees and applicants due to race, color, religion, sex (including sexual harassment), national origin, disability, age (40 years old or more), military status, or veteran status is illegal.

Heart of Texas Goodwill managers and employees will comply with state and federal equal employment laws, rules, regulations, and guidelines. Any employees that deliberately violate this policy will be subject to disciplinary action.

Persons who believe Heart of Texas Goodwill has discriminated against them may file a discrimination complaint with the Compliance Officer. The Compliance Officer has full authority to manage issues involving employment discrimination.

Point of contact to file allegations of discrimination:

Compliance Officer

Location:1700 S New Road, Waco, TX 76711

Phone Number: 254-753-7337 ext. 450

Email Address: hr@hotgoodwill.org