TRC - Reception/Admin Office - Agency Admin

ADMINISTRATIVE ASSISTANT/RECEPTIONIST/ADMINISTRATIVE OFFICES – JOB DESCRIPTION

RESPONSIBLE TO: Executive Assistant

FUNCTION:

Responsible for performing receptionist and administrative support duties for The Resource Center Administrative Offices in a professional and confidential manner.  Responsible for providing administrative support to the Executive Office and oversight of the Mail Room, and Courier functions.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Extensive knowledge of The Resource Center and its various programs and services.  Ability to deal with the public in a professional, knowledgeable and friendly manner.  Must have excellent telephone skills, be personable and have a neat, professional appearance.  Working knowledge of office administration and secretarial practices; excellent organizational skills and knowledge of or ability to learn about the services provided to departments throughout the agency; sound judgment and strong adherence to the principles of confidentiality; basic financial skills; working knowledge of information processing and filing systems; working knowledge of computerized word processing and data management.  Physical condition or reasonable accommodation(s) commensurate with the demands of the job.

MINIMUM QUALIFICATIONS:

High school diploma or GED preferred and a minimum of two (2) years of customer service experience. Associates degree or certificate in Secretarial Studies or equivalent education strongly preferred.

DUTIES: Refer to Appendix

REQUIRED TOOLS:           Refer to Appendix

RECEPTIONIST - ADMINISTRATIVE OFFICES – APPENDIX

OTHER DUTIES

SPECIFIC DUTIES:

• Responsible for mail processing duties, including but not limited to:
• Separates and distributes incoming mail for the Agency
• Sort and distributes mail to appropriate Service Coordinator or Finance Department contact to process for individuals supported.
• Facilitates and records UPS mail, Federal Express or other specialized mailings and receives and arranges for pickup of deliveries and packages.
• Greet, screen, direct and log visitors, people supported, job applicants and escort visitors to their destination (or call the staff they are here to see) as required in The Resource Center’s secure-site administrative offices.
• Responsible for maintaining, coordinating and approval of schedules for:
• Conference rooms at Dunham Ave.
• Arranges with TRC Maintenance department through the work order system configurations for meeting rooms.
• Assist staff at other sites with scheduling rooms.
• Train staff as needed on room scheduling.
• Enter and receive requisitions in ARM. 
• Maintains office supplies for the copy machine
• Keep reception area neat and orderly.
• Performs duties to assist the Finance Department, including but not limited to assisting Payroll with sorting, alphabetizing and distribution of paychecks for Dunham Ave. and IRA staff.

• Serves as contact person responsible for calling the company that maintains the fire alarm system when fire alarm sounds in the Administrative Office Building, informs if false alarm, fire drill or possible fire in the building.

EXECUTIVE OFFICE/COPY ROOM SUPPORT:

• Responsible for coordinating and overseeing the daily activities of Dunham Reception, Couriers and the Copy/Mail Room.
• Performs duties of Copy/Mail Clerk.
• Responsible for ensuring coverage for Dunham Reception and Copy/Mail Room for PTO and/or other absences. Provides a variety of administrative tasks in support of Executive Office, including but not limited to:
• Maintains the lists and labels for yearly rotation of Board/Committee/Board Advisory/Direct Staff filing system,
• Creates and maintains files for Executive Office,
• Communicates staff time off with immediate supervisor.
• Ensures a clean, orderly and pleasant environment in the reception area.
• Makes recommendations for improving customer service and operations.

OTHER:

1. Other duties as assigned

REQUIRED TOOLS:          

1. Badge access (Dunham Only, 7 a.m. – 6 p.m.)
2. Email (internal and external account)
3. Human Resources Information System
4. Internet
5. Training Management System
6. Maintenance Work Order System
7. Purchasing Requisition System