Agency on Aging of South Central Connecticut
Receptionist/Administration
Agency on Aging of South Central Connecticut, Orange, Connecticut, us, 06477
Front Desk Receptionist
Agency on Aging of South Central Connecticut (AOASCC)
Location: North Haven, CT
Schedule: Full-Time, Onsite | Monday-Friday, 8:30 AM-4:30 PM
Position Summary The Front Desk Receptionist is the first point of contact for the Agency on Aging of South Central Connecticut (AOASCC) and plays a vital role in creating a welcoming, professional, and organized environment. This position is responsible for managing the front desk operations, directing incoming calls and visitors, providing administrative and clerical support, and assisting with office communications, events, and security access coordination.
The ideal candidate is professional, organized, customer-focused, and able to manage multiple priorities in a fast-paced office setting.
Essential Duties and Responsibilities Other duties may be assigned as needed.
Telephone Management
Answer and manage the central phone line.
Assess caller needs and route calls to appropriate staff or departments promptly and courteously.
Visitor Reception
Greet, announce, and assist visitors, clients, and guests.
Provide directions, general information, and a positive first impression of the agency.
Mail and Communications
Open, sort, and distribute incoming mail and faxes.
Prepare and process outgoing mail daily.
Assist with agency mailings, including meeting notices and event invitations.
Utilize mail merge to generate labels and envelopes for bulk communications.
Forms and Document Coordination
Maintain master copies of agency and employee forms.
Monitor inventory of preprinted forms and coordinate reordering or reprinting as needed.
Outreach Materials
Assemble and maintain informational packets for community outreach.
Track inventory to ensure materials are consistently available.
Meeting and Event Support
Assist with preparation for meetings and events, including room setup (tables, chairs), refreshments, handouts, name tags, and packets.
General Office Support
Provide clerical and administrative support, including copying, faxing, filing, and other office tasks as assigned.
Security and Access Management
Coordinate with the security alarm company regarding door schedules and alarm settings.
Create, activate, and deactivate employee ID/access badges as needed.
Minimum Qualifications
High school diploma or equivalent.
Previous experience in a receptionist or administrative support role.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Strong verbal and written communication skills.
Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
Preferred Qualifications
Associate degree or higher in Business Administration or a related field.
Experience with office management software and scheduling tools.
Familiarity with basic bookkeeping or invoicing procedures.
Professional customer service experience.
Ability to handle confidential information with discretion.
Spanish-speaking skills preferred.
Interpersonal Skills The successful candidate must demonstrate professionalism, courtesy, and effective communication when interacting with clients, staff, vendors, and the public. This role requires a friendly demeanor, attention to detail, and the ability to handle routine inquiries with tact and efficiency.
Physical Demands and Work Environment
Sit for extended periods.
Use hands and fingers to handle or feel objects or controls.
Reach with hands and arms.
Communicate clearly in person and over the phone.
Occasional requirements include standing, walking, climbing or balancing, and lifting or moving items up to 10 pounds. Vision requirements include close and distance vision. The noise level in the work environment is typically moderate.
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Location: North Haven, CT
Schedule: Full-Time, Onsite | Monday-Friday, 8:30 AM-4:30 PM
Position Summary The Front Desk Receptionist is the first point of contact for the Agency on Aging of South Central Connecticut (AOASCC) and plays a vital role in creating a welcoming, professional, and organized environment. This position is responsible for managing the front desk operations, directing incoming calls and visitors, providing administrative and clerical support, and assisting with office communications, events, and security access coordination.
The ideal candidate is professional, organized, customer-focused, and able to manage multiple priorities in a fast-paced office setting.
Essential Duties and Responsibilities Other duties may be assigned as needed.
Telephone Management
Answer and manage the central phone line.
Assess caller needs and route calls to appropriate staff or departments promptly and courteously.
Visitor Reception
Greet, announce, and assist visitors, clients, and guests.
Provide directions, general information, and a positive first impression of the agency.
Mail and Communications
Open, sort, and distribute incoming mail and faxes.
Prepare and process outgoing mail daily.
Assist with agency mailings, including meeting notices and event invitations.
Utilize mail merge to generate labels and envelopes for bulk communications.
Forms and Document Coordination
Maintain master copies of agency and employee forms.
Monitor inventory of preprinted forms and coordinate reordering or reprinting as needed.
Outreach Materials
Assemble and maintain informational packets for community outreach.
Track inventory to ensure materials are consistently available.
Meeting and Event Support
Assist with preparation for meetings and events, including room setup (tables, chairs), refreshments, handouts, name tags, and packets.
General Office Support
Provide clerical and administrative support, including copying, faxing, filing, and other office tasks as assigned.
Security and Access Management
Coordinate with the security alarm company regarding door schedules and alarm settings.
Create, activate, and deactivate employee ID/access badges as needed.
Minimum Qualifications
High school diploma or equivalent.
Previous experience in a receptionist or administrative support role.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Strong verbal and written communication skills.
Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
Preferred Qualifications
Associate degree or higher in Business Administration or a related field.
Experience with office management software and scheduling tools.
Familiarity with basic bookkeeping or invoicing procedures.
Professional customer service experience.
Ability to handle confidential information with discretion.
Spanish-speaking skills preferred.
Interpersonal Skills The successful candidate must demonstrate professionalism, courtesy, and effective communication when interacting with clients, staff, vendors, and the public. This role requires a friendly demeanor, attention to detail, and the ability to handle routine inquiries with tact and efficiency.
Physical Demands and Work Environment
Sit for extended periods.
Use hands and fingers to handle or feel objects or controls.
Reach with hands and arms.
Communicate clearly in person and over the phone.
Occasional requirements include standing, walking, climbing or balancing, and lifting or moving items up to 10 pounds. Vision requirements include close and distance vision. The noise level in the work environment is typically moderate.
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