Administrative Assistant - Front Desk

CATHOLIC CHARITIES OF CHEMUNG/SCHUYLER•City of Elmira, NY

3h•Onsite

About The Position

As a regional agency of Catholic Charities of the Diocese of Rochester, Catholic Charities of Chemung and Schuyler Counties has offices in Elmira and Watkins Glen and is rooted in a deeply held belief in the dignity of all people. We work to reduce poverty, promote wellness and self-sufficiency, and advocate for social justice. If you’re looking for an opportunity to express and explore your passion for helping others, then join a team that truly makes a difference DAILY, in people's lives. Don't miss out on being a part of something special! This role is responsible for maintaining an inviting and hospitable reception area and serves as a team player in providing administrative/clerical activities that support all departments of the Agency. Completes duties and tasks as assigned by the Supervisor.

Requirements

High School Diploma or Equivalent preferred
Valid NY State Driver License and access to a reliable vehicle
At least two years of experience working in an administrative support position
Proficiency in Microsoft Office Suite including Word, PowerPoint and Excel.
Completes necessary typing and simple correspondence as assigned with neatness, accuracy, and attention to detail.
Participates in staff meetings and in-service trainings when required.
Awareness of all CCC/S departments and functions to better screen and serve staff/clients.
Responds to information requests in a timely and efficient manner.
Possess excellent verbal and written communication skills.
Ability to multi-task and prioritize duties.
Consistently possesses a pleasant demeanor and interacts with clients, staff and vendors in a friendly, positive and welcoming manner.
Demonstrate ethical business practices, in conformance with all state and federal laws and regulations.
Demonstrated knowledge of program compliance, regulations, and requirements of funding sources, HIPAA, and agency policies and procedures, including the Catholic Charities Confidentiality Statement.
Working knowledge of community resources and funding systems external to the agency.
Background checks may be required per program regulations.
Ability to demonstrate behaviors and attitudes which support organizational mission, philosophy, and policies.
Ability to work in a cooperative and helpful manner with all individuals.
Willingness and ability to foster agency and program wide cooperation and teamwork through use of positive/constructive communication techniques.

Nice To Haves

Relevant years of experience and education will be considered.

Responsibilities

Acts as primary receptionist for the agency.
Receives and routes calls to appropriate staff person. Maintains pleasant, calm demeanor and assist callers to fullest extent possible.
Checks general voice mailbox routinely and distributes calls to appropriate person/area. Dispose of messages.
Maintains inviting and hospitable reception area. Greets visitors and ensures visitors are escorted by staff through the building—maintain visitor log, determine visitor need, and manage visitor/client flow.
Sorts, date stamps, and distributes incoming mail to departments and prepares outgoing mail daily, ensures all mail is given to postal carrier daily. Searches client names to distribute mail and faxes to appropriate staff.
Completes web invoicing: processes payable bills, according to current procedure for appropriate signature or web invoicing.
Assesses incoming invoices for billing accuracy. Raises questions or concerns to supervisor.
Processes requests for staff vehicle use. Reports agency vehicle repairs to Property Supervisor and updates vehicle maintenance logs as needed.
Assigns gas cards to employees, collects related receipts, and maintains records following established protocol.
Processes and receipts rent payments received from all tenants via credit card payment by phone, cash, check, money order. Tracks required client rent on spreadsheets when payment is received. Sends payments to finance. Mails receipts to tenants.
Responds to information requests in a timely and efficient manner.
Receives and distributes emails submitted to the “Contact Us” tab on the CS-CC.org website.
Provides back up to Mission Advancement for special events.
Unlocks front door at start of business and locking front door at close of business.
Checks outside mailbox daily.
Assists Housing Council Program with necessary tasks.
Assists Director of Business Operations with the supply inventory at Church St location. Tracks, places, and expedites office supply orders and processes payments accordingly.
Assists Director of Business Operations with scheduling.
Assists Director of Business Operations with account reconciliation.
Assists Residential Housing program with event planning.
Maintains Executive Suite and Zoom Room beverage and paper product inventory.
Maintains office equipment including postage machines (including available funds), copiers, fax machines, printers, etc. Runs end of month reports on each.
Places work orders in AWARDS as submitted in email.
In the absence of the Care Management Administrative Assistant, provides back-up as listed below.
Completes other duties as assigned.
In absence of Care Management Administrative Assistant Daily Duties (to include but not limited to): Receives, fields and routes calls to appropriate staff person or community resource. Assisting caller as applicable.
Ensures all mail is given to postal carrier or post office for delivery daily and received mail is provided to staff in a timely manner.
Drafts and sends introduction letters to all new referrals.
Ensures all new enrollees are added to caseload listing and visit logs; distribute to care managers in a timely manner, as directed.
Generates purchase orders as needed and follow the procedure, as requested.
Maintains exceptional communication with all members of the care management team, as well as all other CCCS staff members, providers, volunteers, clients, and their family members.
Has access to Care Managers’ calendars and calls clients the day prior to giving appointment reminders.
Creates, mails, and uploads various letters to clients and members of their care team using the letter templates.
Ensures that caseload listings are kept current and distributed to identified staff.
Updates the Per Member Per Month database when information is received.
Processes data entry as needed by Supervisor. If necessary, utilizes each electronic record keeping system.
Completes other duties as assigned.