Front Desk/Administrative Assistant

About the role

Guidewire, Inc is a Non-Profit Human Service Agency that provides residential, and day supports to adults with developmental disabilities through Hampden & Berkshire counties. We are seeking a Front Desk/Administrative Assistant join our Team.

Core Job Responsibilities

• Work collaboratively with Guidewire employees in a courteous and professional manner
• Notifies office personnel of visitor arrival
• Answers phones in a professional manner, provides information to callers, takes messages, transfers calls to appropriate office personnel
• Provides excellent customer service by answering/referring inquiries as appropriate
• Maintain accurate employee contact lists
• Aids with monitoring completion of weekly schedules/updates in Pittsfield folder
• Adds program schedules and updates to server
• Maintain financial tracking system: log in all checks, hand out, and log back in returned paperwork
• Ensure no manager has outstanding checks from a previous month - notify PD and VPO of all overdue expenses
• Take accurate minutes of meetings during Manager meetings and other meetings as assigned
• Maintain database of meeting minutes
• Aids with a variety of administrative tasks including copying, faxing, data entry, filing, archiving etc.
• Develop and maintain filing system - includes assisting office personnel with filing/copying
• Produce and distribute correspondence memos, letters, faxes, and forms
• Aid with preparation and mailing of annual Human Rights/DPPC information as directed
• Prepare meeting rooms
• Receive deliveries, sort, and distribute incoming mail and process, log and send all outgoing mail
• Maintain reception area, common areas in a clean and tidy manner always
• Take inventory of office related supplies and restock as needed
• Cook up BJ’s order
• Sort and distribute Individuals Christmas/Birthday packages coming into the office

Qualifications

• Associates degree and 2-4 years’ experience in the field, or in a related area preferred but not required
• Strong interpersonal & customer relation skills
• Computer proficiency in Microsoft Office applications
• Attention to detail
• Organizational and follow-up skills
• Ability to communicate verbally and in writing
• Must possess and maintain reliable transportation, valid drivers license, and automobile insurance

Benefits

• Health, vision, dental & life insurance
• Short-term & Long-term disability insurance
• 401 (K) retirement plan (with company contribution)
• Competitive sick, personal and vacation time
• 11 Paid Holidays
• Tuition Remission
• Employee Assistance & Employee Discount Program

Pay

Compensation details: 17-18 Hourly Wage

Schedule

Full-time non-exempt Monday-Friday 8:30am-4:30pm in office position working out of our Pittsfield office