Job title: Administrative Assistant/Receptionist
Company: Advocates
Job description: Overview:Starting Rate: $19.00/hourThe Administrative Receptionist creates a welcoming environment in which visitors are greeted and requests are managed. This position is responsible for efficient and accurate office procedures; inventory, requisition and distribution of program and office supplies; providing administrative support to the program managerial staff and assisting with projects.Are you ready to make a difference? Minimum Education Required: High School Diploma/GED Additional Shift Details: Monday-Friday 8am-4pm This position will also support our Plainville Day Hab. Responsibilities:
- Provide administrative support to the Management and Leadership of Day & Employment Services and as directed.
- Answer all incoming telephone calls and direct the caller to the appropriate individual. Provide callers with information and review all voicemail for senior leadership.
- Greet and direct all visitors to the program, ensuring they are met with correct staff for visitation.
- Responsible for the daily open and close of the program reception and main entrance area. Ensure reception area is neat and clean
- Work in partnership with leaders to plan and coordinate events including managing logistics.
- Coordinate appointments and staff meetings; serve as point of contact for meeting communications and for assuring the appropriate participation. Maintain visual schedule at reception area.
- Attend various meetings as requested to keep minutes. Handle all follow up to meetings including typing and distributing meeting minutes, as directed
- Develops and maintains accurate and complete data collection and ongoing required documentation for day services program projects. Continues to monitor for accuracy, completeness, and integrity.
- Input all program attendance sheet data for individuals and interface with the financial department on billing issues, as directed.
- Mail and track participant required paperwork for admittance and ongoing support.
- Oversight of receipts and tracking for leadership billing statements and petty cash, as directed.
- Maintain ordering for all cost centers of necessary supplies.
- Supervise the maintenance of all office equipment, including copiers, and mail machine. Ensure supplies are in stock.
- Follow procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
- Ensure that all office, programmatic, cleaning, and kitchen supplies are stocked appropriately.
- Maintain and replenish routine job development supplies including staff business cards and program brochures with guidance from the VP of Day & VP of Employment Services.
- Assist with facility and vehicle scheduling/maintenance. Coordinate all maintenance orders with Facilities Department and Senior Director of Operations. Coordinate cleaning tasks with custodian or nightly cleaning crews.
- Ensure reception area coverage, maintain schedule and training of back-up assistance
Qualifications:
- High School Diploma or GED and 1 year administrative or receptionist experience.
- Strongly prefer that a candidate will have a demonstrated understanding of and competence in serving culturally diverse populations
- High energy level, superior interpersonal skills ability to work effectively independently and in a team atmosphere.
- Ability to interact and communicate effectively verbally and in writing with all levels of organization staff and outside vendors
- Ability to manage projects from concept to completion.
- Must have experience with office procedures and equipment with a strong working knowledge of Microsoft Office Suite.
- Excellent organizational skills and the ability to multitask.
- Must possess the ability to read and speak English
Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, partnered status, age, national origin, socioeconomic status, religion, ability, culture, and experience.Why Should I Consider a Career in Human Services?Our Team members are dedicated to engaging and empowering individuals by forming lasting relationships, collaboratively achieving personal goals, offering creative solutions to everyday and complex situations, and actively listening. We exercise independent judgement and contribute to the overall success and benefit of the Team.Is Human Services a Fit for Me?Successful Team members are open-minded, eager and compassionate, and will exercise solid, independent judgement while fostering trustworthy relationships with the individuals that we serve. We put the individual first.
Expected salary: $19 per hour
Location: Franklin, MA
Job date: Sat, 07 Dec 2024 08:43:59 GMT
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