Administrative Assistant/Receptionist

Advocates • Sterling, MA • 20h ago

Starting Rate: \$19.00/hour 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. Are you ready to make a
difference? Minimum Education Required: -High School Diploma/GED
-Additional Shift Details -Monday-Friday 8am-4pm 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. -Coordinate appointments
and staff meetings, serve as the point of contact for meeting
communications and for confirming participation. -Maintains 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. -Mail and track participants required paperwork for
admittance and ongoing support. ? Oversight of receipts and tracking for
leadership billing statements and petty cash, 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. -Assist with 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. -Attend and actively participate in training, as
assigned. -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.

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