TRC - Reception/Admin Office - Agency Admin

The Resource Center•Jamestown, NY

1d•Onsite

About The Position

Responsible for performing receptionist and administrative support duties for The Resource Center Administrative Offices in a professional and confidential manner. Responsible for providing administrative support to the Executive Office and oversight of the Mail Room, and Courier functions.

Requirements

Extensive knowledge of The Resource Center and its various programs and services.
Ability to deal with the public in a professional, knowledgeable and friendly manner.
Excellent telephone skills, personable and have a neat, professional appearance.
Working knowledge of office administration and secretarial practices.
Excellent organizational skills.
Knowledge of or ability to learn about the services provided to departments throughout the agency.
Sound judgment and strong adherence to the principles of confidentiality.
Basic financial skills.
Working knowledge of information processing and filing systems.
Working knowledge of computerized word processing and data management.
Physical condition or reasonable accommodation(s) commensurate with the demands of the job.
High school diploma or GED preferred.
Minimum of two (2) years of customer service experience.

Nice To Haves

Associates degree or certificate in Secretarial Studies or equivalent education strongly preferred.

Responsibilities

Separates and distributes incoming mail for the Agency.
Sorts and distributes mail to appropriate Service Coordinator or Finance Department contact to process for individuals supported.
Facilitates and records UPS mail, Federal Express or other specialized mailings and receives and arranges for pickup of deliveries and packages.
Greets, screens, directs and logs visitors, people supported, job applicants and escorts visitors to their destination (or calls the staff they are here to see) as required in The Resource Center’s secure-site administrative offices.
Maintains, coordinates and approves schedules for conference rooms at Dunham Ave.
Arranges with TRC Maintenance department through the work order system configurations for meeting rooms.
Assists staff at other sites with scheduling rooms.
Trains staff as needed on room scheduling.
Enters and receives requisitions in ARM.
Maintains office supplies for the copy machine.
Keeps reception area neat and orderly.
Assists the Finance Department, including assisting Payroll with sorting, alphabetizing and distribution of paychecks for Dunham Ave. and IRA staff.
Responsible for staff notification, distribution and/or collection of money for administrative office and/or agency-wide events such as fundraisers, raffles or other special events.
Serves as contact person responsible for calling the company that maintains the fire alarm system when fire alarm sounds in the Administrative Office Building, informs if false alarm, fire drill or possible fire in the building.
Contacts Maintenance for the Administrative Offices as needed; follows through until necessary work is completed.
Coordinates and oversees the daily activities of Dunham Reception, Couriers and the Copy/Mail Room.
Performs duties of Copy/Mail Clerk.
Ensures coverage for Dunham Reception and Copy/Mail Room for PTO and/or other absences.
Provides a variety of administrative tasks in support of Executive Office, including but not limited to: Maintains the lists and labels for yearly rotation of Board/Committee/Board Advisory/Direct Staff filing system, Creates and maintains files for Executive Office, Communicates staff time off with immediate supervisor.
Ensures a clean, orderly and pleasant environment in the reception area.
Makes recommendations for improving customer service and operations.
Other duties as assigned.