Administrative Assistant

UCP of Western Massachusetts • North Adams, MA • 3h ago

Administrative Assistant Job Type: Full Time Location: North Adams, MA
Schedule: 37.5 hours/week, M-F Position Description The Administrative
Assistant is primarily responsible to greet and direct consumers and
visitors to the facility, respond to general questions, oversee, and
coordinate the activities of the front desk/reception and to assist
management staff in an administrative capacity, insuring the highest
quality of delivery of information and support. Administrative Assistant
Responsibilities: -Provide a welcoming presence to visitors. Greet
everyone as they enter the building. Help direct individuals to correct
staff/location/etc. - Follow agency safety procedures for visitor entry
and ensure that all visitors sign in. - Answer a multi-line phone system
and transfer calls to proper extensions. - Ensure that up-to-date
information is available, including program brochures, agency newsletter
and upcoming event calendars. - Maintain meeting rooms and schedule
rooms for people wishing to access these resources. - Complete and
submit weekly the Family Support and MRC tracking logs. - Track
registration for upcoming Family Support programming. - Prepare
materials needed for workshops and meetings (PowerPoints, handouts,
etc.) including assisting in organization, clean-up, and preparation of
program space for activities. - Prepare and send documents to promote
communication between departments and other professionals as assigned. -
Assist in the scheduling and coordination of training for staff,
individuals, and families. - Make copies and material packets for
department staff as needed. - Collect and track Adult Family Care
Carelog paperwork as needed by department. - Create and prepare mass
mailings to consumers including program invitations/special event
fliers/etc. including stuffing and labeling envelopes. - Ensure
knowledge of all programs to best represent them in the most positive
way possible. - Maintain Agency White Board of events. - Complete and/or
file consumer related records, as assigned, per standard format assuring
appropriate confidentiality and safe keeping of documents, required
forms and progress forms. - Assist staff with program and service
preparation (i.e., Pecs cards, lamination, faxing, shopping, room set
up, etc.). - Assist in the implementation of special projects across
agency departments, as assigned. - Attend staff meetings as assigned. -
Update staff mailboxes and sign-in board when new staff are hired or
staff leave the agency. - Attend educational fairs and community events
where UCP is a vendor as requested. Qualifications: - A high school
diploma or equivalent - Proficient in computer skills, MS Office Word,
Excel, Access, and PowerPoint with ability to learn new systems and
software - Must possess excellent typing and data entry skills -
Excellent verbal and written communication skills - Ability to
understand concepts of confidentiality and privacy - Ability to work
flexible hours as needed - Ability and desire to work in a team
environment - Cultural Competency - Knowledge of local community
resources and community-based providers, and UCP programming - Must be
self-motivated, positive, and energetic - Strong interpersonal skills -
Ability to prioritize and follow-through on multiple tasks/projects -
Satisfactory CORI, SORI, DPPC, National Fingerprint background checks.
Benefits: - Medical, dental and vision insurance after first month of
employment - Earn two weeks of vacation in first year of employment, and
three weeks of vacation after first year - Three personal days per
year - Earn up to seven sick days per year - Reimbursement up to \$500
annually toward related license, certification or associations. - May
qualify towards federal student loan forgiveness. - 403(b) retirement
program with company match after one year - Mileage reimbursemet -
Employee referral program and more!

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