Administrative Assistant/Receptionist Job at Massachusetts Staffing in Sterling

Administrative Receptionist

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.

Minimum Education Required:

• High School Diploma/GED

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 programs 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.