Administrative Assistant/Receptionist

Overview

Starting Rate: $19.00/hour
Schedule: Monday through Friday 8am-4pm

About the role

The 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.

Responsibilities

• Provide administrative support to the management and leadership of Day & Employment Services, 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.
• Welcome and direct all visitors to the program.
• Connect visitors to the appropriate staff.
• Responsible for the daily opening and closing of the program’s reception and main entrance areas.
• Ensure the reception area is kept neat and clean.
• Work in partnership with leaders to plan and coordinate events including managing logistics.
• Cook up and serve meals to participants.
• Coordinate appointments and staff meetings, serve as the point of contact for meeting communications and for confirming participation.
• Maintain a visual schedule at reception area.
• Attend various meetings & take meeting minutes, as requested.
• Handle all follow up to meetings including typing and distributing meeting minutes.
• 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.
• Maintain ordering of necessary supplies for all cost centers.
• 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 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.
• Aid in facility and vehicle scheduling/maintenance.
• Coordinate all maintenance orders with the Facilities Department and Senior Director of Operations.
• Coordinate cleaning tasks with custodian or nightly cleaning crews.
• Responsible for reception area coverage, maintaining schedule and training of back-up assistance.
• Maintain necessary certifications (CPR, First Aid, Safety Care).
• Ensure that individuals we support are treated with dignity and respect in accordance with Advocates Human Rights Policy.

Qualifications

• High School Diploma or GED and 1 year administrative or receptionist experience.
• Demonstrated understanding of and competence in serving culturally diverse populations.
• High energy level, superior interpersonal skills and ability to work both independently and in a team atmosphere.
• Ability to interact and communicate effectively both verbally and in writing with all levels of organization, staff and outside vendors.
• 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.