Administrative Assistant - Front Desk

About the role

We are Hiring! Catholic Charities of the Diocese of Rochester, Chemung and Schuyler Counties is seeking an Administrative Assistant - Front Desk to join our dynamic team. Located in Elmira, NY, this full-time position offers a competitive salary of $18.50 per hour.

Responsibilities

• Acts as primary receptionist for the agency.
• Serves as a team player in providing administrative/clerical activities that support all departments of the Agency.
• Completes duties and tasks as assigned by the Supervisor.
• Maintains an inviting and hospitable reception area.
• Greets visitors and ensures visitors are escorted by staff through the building—maintain visitor log, determine visitor need, and manage visitor/client flow.
• Sorts, dates stamps, and distributes incoming mail to departments and prepares outgoing mail daily.
• Processes web invoicing: processes payable bills, according to current procedure for appropriate signature or web invoicing.
• Assesses incoming invoices for billing accuracy. Raises questions or concerns to supervisor.
• Processes requests for staff vehicle use.
• Assigns gas cards to employees, collects related receipts, and maintains records following established protocol.
• Processes and receipts rent payments received from all tenants via credit card payment by phone, cash, check, money order.
• Tracks required client rent on spreadsheets when payment is received. Sends payments to finance.
• Responds to information requests in a timely and efficient manner.
• Receives and distributes emails submitted to the “Contact Us” tab on the CS-CC.org website.
• Provides back up to Mission Advancement for special events.
• Unlocks front door at start of business and locking front door at close of business.
• Checks outside mailbox daily.
• Assists Housing Council Program with necessary tasks.
• Assists Director of Business Operations with the supply inventory at Church St location.
• Tracks, places, and expedites office supply orders and processes payments accordingly.
• Assists Director of Business Operations with scheduling.
• Assists Director of Business Operations with account reconciliation.
• Assists Residential Housing program with event planning.
• Maintains Executive Suite and Zoom Room beverage and paper product inventory.
• Maintains office equipment including postage machines (including available funds), copiers, fax machines, printers, etc.
• Runs end of month reports on each.
• Places work orders in AWARDS as submitted in email.
• In the absence of the Care Management Administrative Assistant, provides back-up as listed below.
• Completes other duties as assigned.

Qualifications

• Education: High School Diploma or Equivalent preferred.
• Credentials: Valid NY State Driver License and access to a reliable vehicle.
• Experience: At least two years of experience working in an administrative support position.
• Proficiency in Microsoft Office Suite including Word, PowerPoint and Excel.
• Additional Qualifications: Completes necessary typing and simple correspondence as assigned with neatness, accuracy, and attention to detail. Participates in staff meetings and in-service trainings when required. Awareness of all CCC/S departments and functions to better screen and serve staff/clients. Responds to information requests in a timely and efficient manner. Possess excellent verbal and written communication skills. Ability to multi-task and prioritize duties. Consistently possesses a pleasant demeanor and interacts with clients, staff and vendors in a friendly, positive and welcoming manner. Demonstrated knowledge of program compliance, regulations, and requirements of funding sources, HIPAA, and agency policies and procedures, including the Catholic Charities Confidentiality Statement. Working knowledge of community resources and funding systems external to the agency. Background checks may be required per program regulations. Ability to demonstrate behaviors and attitudes which support organizational mission, philosophy, and policies. Catholic Charities is committed to leveraging the talent of a diverse workforce to create great opportunities for our agency and our people. EOE/AA Disability/Vet