The Administrative Assistant & Receptionist will provide administrative support to Facilities & Operations while also functioning as the primary receptionist at the main Irvington Office. Working under the direct supervision of the Facilities Manager, this position provides all necessary organizational support and is responsible for a variety of other tasks.
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GENERAL RESPONSIBILITIES
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- Will be responsible for the reception desk and greeting all people entering the front entrance at the Irvington main office. This will include security protocols and safety measures are always being observed.
- General office duties such as managing correspondence, filing, faxing, etc.
- Responsible for sorting and distributing incoming mail (both in-house and regular mail).
- Manage daily flow of information and respond appropriately to all phone calls
- Operate the Switchboard and direct callers in a professional manner.
- Assist with the processing and coding of invoices from Operations to Accounts Payable.
- Operate the mail machine to process mail and packages to the Post Office.
- Accept and sign for deliveries from UPS, Federal Express and vendors; notifying the recipient.
- Provide support for Operations through contact with vendors and suppliers, as requested.
- Provide administrative support for copying, faxing and large-scale mailings.
- Maintaining and scheduling conference rooms as requested
- Assist with the logging in and distribution of expense checks to Abbott House staff.
- Perform other duties and responsibilities as requested with a sense of humor and team spirit.
- All other duties as assigned.
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- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. An employee in this position is regularly required to stand; walk, use hands and fingers, handle, or feel objects; reach with hands and arms; talk and listen, and taste or smell. The employee frequently is required to walk. The employee is occasionally required to keep balance and stoop, kneel, crouch, or crawl.
- Computer – Administrative Assistant & Receptionist must be able to use a computer and able to learn software programs
- Office Equipment- Administrative Assistant & Receptionist is required to operate a fax, copier, scan, and other office equipment.
- Communication - Administrative Assistant & Receptionist needs to be able to speak, read and write fluently in the English language
- Writing - Administrative Assistant & Receptionist must be able to write in the English language using correct spelling, grammar, punctuation, etc.
- Lifting - Administrative Assistant & Receptionist may frequently lift 0-25 lbs., occasionally lift 25-50 lbs., and rarely lift over 50 lbs.
- Push/Pull - Administrative Assistant & Receptionist may frequently push/pull 0-25 lbs. of force, occasionally push/pull 26-45 lbs. force, and rarely push/pull over 45 lbs.
- Sitting, Standing and Walking – Administrative Assistant & Receptionist will be required to sit, stand and walk throughout the work day.
- Stooping - Administrative Assistant & Receptionist may occasionally stoop. This is defined as bending body downward by bending spine at the waist.
- Kneeling - Administrative Assistant & Receptionist may occasionally kneel. This is defined as bending legs at knees to come to rest on knee(s).
- Crouching - Administrative Assistant & Receptionist may occasionally crouch. This is defined as bending body downward and forward by bending spine and legs.
- Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee frequently works in an office environment. The noise level in the work environment is usually moderate due to talk and movement of the program participants and other co- workers. The noise level can increase on occasion due to yelling or screaming by the participants of the programs.
