Administrative Assistant-Laboure Main Desk

Part-time temporary position at Catholic Charities Laboure Center, a multi-service building providing social-service support to the South Boston community.

About the role

The Administrative Assistant supports the administrative functions of the main-entrance reception area, welcoming visitors, handling telephone calls, assisting clients, and performing various administrative tasks to support the programs and general operations of the building.

Schedule

• Monday: 2:00 PM – 6:00 PM
• Tuesday: 2:00 PM – 8:30 PM*
• Wednesday: 2:00 PM – 8:30 PM*
• Thursday: 2:00 PM – 8:30 PM*
• Friday: 2:00 PM – 6:00 PM
• Extended hours (2:00 PM – 8:30 PM) when evening classes are in session
• Reduced hours (2:00 PM – 6:00 PM) during school breaks

Responsibilities

• Maintain professional boundaries and confidentiality.
• Present a welcoming and professional demeanor at all times.
• Answer and screen telephone calls using the main directory system; refer callers and convey messages.
• Coordinate reception-desk coverage with the Office Manager, including coverage for absences.
• Greet visitors, ensure the visitors log is signed upon entry and exit, issue visitor badges, and communicate arrivals to staff.
• Maintain the visitors log for tracking; take the log during emergency evacuations.
• Communicate building parking matters to the Office Manager and issue parking passes as needed.
• Report concerns about visitor behavior to the Office Manager or designee.
• Update the building appointment calendar in a timely manner.
• Accept, stamp, and distribute incoming mail and packages; prepare outgoing mail for daily pickup.
• Maintain and order supplies for the postage meter and credit-card machine.
• Review and update the front-desk manual monthly to ensure consistency with procedures.
• Distribute ESOL online-application links and other resources to prospective students.
• Check and return phone messages, directing calls to clients and others as needed.
• Assist with digitization of historical Nursing Assistant and Home Health Aide (NAHHA) program files and maintain new client records.
• Process and manage intake applications for NAHHA students; communicate with the Program Director as needed.
• Accept tuition payments for the NAHHA program, complete associated documentation, and notify the finance department when tuition is ready for pickup.
• Prepare NAHHA program certificates and other materials as needed.
• Assist with holiday applications for Thanksgiving and other events; create master lists.
• Maintain a clean and organized work area; report equipment maintenance issues to the Office Manager.
• Attend internal and external meetings and trainings as required.
• Perform other responsibilities as assigned.

Requirements

• Associate degree, high school diploma, or equivalent.
• Experience working in a busy office environment with the general public, preferably with individuals seeking support services.
• Calm and professional demeanor; enjoyment of working with people of varied cultural backgrounds.
• Polite and professional presentation with keen attention to detail and problem-solving skills.
• Organized and detail-oriented.
• Competent telephone skills using multi-line telephone systems.
• Proficient typing and computer skills using Microsoft Office Suite (Outlook, mail merge, editing, Excel spreadsheets).
• Ability to read and write in English; bilingual ability is a plus.

Work environment

Office setting with use of standard office equipment. Extended periods of sitting and standing, occasional bending and lifting up to 15 lbs. Regular interaction with employees, students, clients, and the general public. May be exposed to individuals experiencing a crisis in need of support.

Pay

The base pay range reflects what Catholic Charities reasonably and in good faith expects to pay for this role at the time of posting and may be modified based on work experience, education, and specialty training.