Administratve Assistant - Laboure - Part Time mornings bei Catholic Charities

The Administratve Assistant is responsible for the oversight and smooth function of the Reception desk.  The Administratve Assistant will greet visitors and complete the sign in process to register visitors into the building. The Receptionist will notify employees of visitor’s arrival, direct visitors within the building and complete the sign out process upon exiting. Promptly answer switch board calls in a clear and friendly manner. Identify the needs of the caller and transfer calls to appropriate locations. Oversee incoming and outgoing mail to ensure prompt delivery internally and externally. Oversee the maintenance of office equipment and work space.  

This is a part time position working Monday- Friday 7:00 AM-10:00 AM

 RESPONSIBILITIES

• Maintain professional boundaries and confidentiality at all times.
• Present self in a professional manner at all times.
• Ensure consistent coverage for the reception desk, including breaks. Prepare a back up coverage plan for unplanned absences.  
• Receive, screen and direct incoming phone calls for all programs and groups within the building.
• Greet clients and visitors and direct them as needed in the building.
• Supervise the visitor and employee registration book for the building.  Ensure all visitors receive a visitor’s badge.
• Prepare and stamp outgoing mail.
• Review, prioritize and deliver all incoming mail.
• Track and report the postage costs for each department to the local business office on the first business day of each month.
• Organize the order for office supplies for all departments and distribute weekly.  
• Maintain and order supplies for the postage meter and credit card machine.
• Review and update the front desk manual monthly for current procedures and protocol from each department regarding phone calls and appointments.
• Accept and oversee deliveries made to the receptions desk. Inform appropriate persons of delivery arrivals.
• Place service calls for office equipment that may need maintenance or repair (copier machines, postage meter) and notify the Office Manager or designee of the need and outcome.
• Collect and track tuition payments from students for the Nursing Assistant and Home Health Aide program. Submit cash/checks to the Business Manager and processing credit card payments.
• Collect and oversee the security of payments made for ticket sales of fundraising events. (Christmas house tour, raffles, items for sale). Ensure that payments are securely locked.
• Oversee the maintenance of the reception/workroom area and equipment.
• Keep an updated schedule of who is responsible for alarming the building Monday through Friday. Report changes to the routine schedule to the Office Manager and Director of Community Services.  Ensure codes are confidential.  
• Assist with administrative and development tasks and projects.
• Transfer the telephone answering system to the answering service each day for overnight coverage.  Transfer the telephone answering system to the Reception desk phone line each morning.  Receive and direct messages as needed.
• Attendance at internal and external meetings and trainings.
• Other responsibilities as required.                                                                                     

QUALIFICATIONS   

• An Associates, High School or HiSet degree with a minimum of 3 years of prior experience overseeing a busy reception desk, answering phones and greeting visitors.
• Ability to multi-task in a highly complex environment.  
• Proficient telephone and confident communication skills.
• Good verbal and written communication skills
• Interest and ability to work with the general public
• A self-starter with the ability to work independently, make responsible decisions and manage multiple tasks and demands.
• Working knowledge of Microsoft Office Suite, Excel and Internet applications.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

 Visit us at: www.ccab.org.