Bilingual Administrative Assistant

MassHire Holyoke Career Center • Holyoke, MA • 3w ago

Summary: Schedules appointments; gives information to customers;
processes documents; compiles and maintains records of business
transactions; operates switchboard to relay incoming, outgoing, and
interoffice calls; performs receptionist duties; sorts incoming mail for
distribution; dispatches outgoing mail; provides information about and
supports, as required, customers enrolled in RESEA and WIOA programs,
and otherwise relieves staff of clerical work and minor administrative
and business detail by performing the following duties. Fulfills these
duties in both English and Spanish. Position Specific Responsibilities:
Greets customers and visitors in a friendly, courteous and efficient
manner, demonstrating a strong ability to make customers feel welcomed
and comfortable. Describes and explains MHH Services in person, on the
phone, and via video platforms, and provides accurate information to
meet customer needs. Provides customers basic information and guidance
about career center programs, especially about RESEA, WIOA, Reentry and
other specific programs. Refers customers to Counselors when service is
beyond reasonable expectations for within the Front Desk.Operates
switchboard and answers phones, routing calls to appropriate staff as
needed. Records accurate messages, operates an internal message system,
and informs individual staff of incoming calls. Accurate and efficient
data entry skills, with strong attention to detail. Writes and formats
correspondence, complex documents, newsletters, promotional materials,
etc. Sorts, opens, and routes incoming mail.Date stamps incoming mail
and prepare outgoing mail. Files correspondence and other records. Keeps
record of calls placed. Schedules appointments for customers. Makes
copies of correspondence or other printed matter. Operates office
machines such as personal computer, adding, calculating, fax and copying
machines. MassHire Holyoke Career Center Expectations of All Staff:
Actively supports through task and attitude a priority on exceptional
service. Strives at all times to make customers feel welcomed and
comfortable and provides accurate information to meet their needs.
Develops and maintains excellent working relationships with co-workers
and customers from diverse backgrounds. Exhibits professionalism by
attendance, punctuality, appearance, demeanor and the willingness to ask
questions and seek support when needed Willingness to attend various
seminars, workshops, conferences, classes, community events, etc.
necessary to keep abreast of developments, trends, and best practices.
Participates in special programs and FFS projects as needed and
appropriate. Participates on cross-departmental teams and committees as
needed and appropriate. Generates ideas to make MHH a better place for
customers and staff. Technology proficient and able to manage workload
using Microsoft and other common software applications. Ability to be
sensitive to, understand, and respect customer and staff confidentiality
issues. Ability to travel using personal vehicle (MHH will reimburse for
mileage) Functions in a manner consistent with MHH?s missions and goals.
Other General duties as required. Have Fun!

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