TRC- Reception/Admin Office - Agency Admin

Dayforce•Jamestown, NY

3d•Onsite

About The Position

The Administrative Assistant/Receptionist provides professional and confidential receptionist and administrative support for The Resource Center’s Administrative Offices. The position supports the Executive Office and oversees reception, mail room, courier, and copy/mail room activities. It also coordinates office operations, assists other departments, and helps maintain a welcoming and orderly reception area. The role reports to the Executive Assistant.

Requirements

High school diploma or GED preferred.
At least two years of customer service experience.
Extensive knowledge of The Resource Center and its programs and services, or the ability to learn about services provided to agency departments.
Ability to deal with the public professionally, knowledgeably, and in a friendly manner.
Excellent telephone skills; personable manner and neat, professional appearance.
Working knowledge of office administration and secretarial practices.
Excellent organizational skills and sound judgment.
Strong adherence to confidentiality principles.
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 commensurate with the demands of the job.

Nice To Haves

Associate degree, certificate in Secretarial Studies, or equivalent education is strongly preferred.

Responsibilities

Process and distribute incoming agency mail, including mail requiring routing to Service Coordinators or Finance Department contacts.
Record specialized mailings, including UPS and Federal Express, and coordinate receipt and pickup of deliveries and packages.
Greet, screen, direct, and log visitors, people supported, and job applicants; arrange for escorts or notify staff as needed.
Coordinate and approve conference-room schedules, arrange room configurations through Maintenance, assist other sites with room scheduling, and train staff on scheduling as needed.
Enter and receive requisitions in ARM and maintain copy-machine office supplies.
Keep the reception area neat, orderly, and pleasant.
Assist the Finance Department with tasks such as sorting, alphabetizing, and distributing paychecks to Dunham Avenue and IRA staff.
Notify staff about, distribute, or collect money for administrative-office or agency-wide events.
Contact the fire-alarm maintenance company when the alarm sounds and communicate whether the event is a false alarm, drill, or possible fire.
Contact Administrative Office Maintenance as needed and follow up until the work is completed.
Coordinate and oversee the daily activities of Dunham Reception, Couriers, and the Copy/Mail Room.
Perform Copy/Mail Clerk duties and ensure reception and Copy/Mail Room coverage during PTO and other absences.
Maintain lists and labels for annual rotation of Board, Committee, Board Advisory, and Direct Staff files; create and maintain Executive Office files.
Communicate staff time off to the immediate supervisor.
Recommend improvements to customer service and operations.
Perform other duties as assigned.