Administrative Assistant/Receptionist

Advocates•Sterling, MA

3d•Onsite

About The Position

The Administrative Receptionist creates a welcoming environment in which visitors are greeted and requests are managed. This position is responsible for efficient and accurate office procedures; inventory, requisition and distribution of program and office supplies; providing administrative support to the program managerial staff and assisting with projects. Advocates is a nonprofit, mission-driven organization with a person-centered approach, empowering the individuals we support to make choices, build independence, and live full, meaningful lives. Our work is rooted in respect, compassion, and inclusion, and we envision a world where individual differences are appreciated and celebrated. At Advocates, we value the ideas, experiences, and contributions of employees and are committed to fostering a supportive, welcoming culture where everyone can grow and thrive.

Requirements

High School Diploma or GED
1 year administrative or receptionist experience.
Demonstrated understanding of and competence in serving culturally diverse populations.
High energy level, superior interpersonal skills and ability to work both independently and in a team atmosphere.
Ability to interact and communicate effectively both verbally and in writing with all levels of organization, staff and outside vendors
Ability to manage projects from concept to completion.
Experience with office procedures and equipment with a strong working knowledge of Microsoft Office Suite.
Excellent organizational skills and the ability to multitask.
Must possess the ability to read and speak English.

Responsibilities

Provide administrative support to the management and leadership of Day & Employment Services, as directed.
Answer all incoming telephone calls and direct the caller to the appropriate individual.
Provide callers with information and review all voicemail for senior leadership.
Welcome and direct all visitors to the program.
Connect visitors to the appropriate staff.
Responsible for the daily opening and closing of the program’s reception and main entrance areas.
Ensure the reception area is kept neat and clean.
Work in partnership with leaders to plan and coordinate events including managing logistics.
Coordinate appointments and staff meetings, serve as the point of contact for meeting communications and for confirming participation.
Maintains a visual schedule at reception area.
Attend various meetings & take meeting minutes, as requested.
Handle all follow up to meetings including typing and distributing meeting minutes.
Develops and maintains accurate and complete data collection and ongoing required documentation for day services program projects.
Continues to monitor for accuracy, completeness, and integrity.
Input all program attendance sheet data for individuals and interface with the financial department on billing issues, as directed.
Mail and track participants required paperwork for admittance and ongoing support.
Oversight of receipts and tracking for leadership billing statements and petty cash, as directed.
Maintain ordering of necessary supplies for all cost centers.
Supervise the maintenance of all office equipment, including copiers, and mail machine.
Ensure supplies are in stock.
Follow procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
Ensure that all cleaning and kitchen supplies are stocked appropriately.
Maintain and replenish routine job development supplies including staff business cards and program brochures with guidance from the VP of Day & VP of Employment Services.
Assist with facility and vehicle scheduling/maintenance.
Coordinate all maintenance orders with the Facilities Department and Senior Director of Operations.
Coordinate cleaning tasks with custodian or nightly cleaning crews.
Responsible for reception area coverage, maintaining schedule and training of back-up assistance.
Maintain necessary certifications (CPR, First Aid, Safety Care).
Ensure that individuals we support are treated with dignity and respect in accordance with Advocates Human Rights Policy.