TRC- Reception/Admin Office - Agency Admin

The Resource Center•Jamestown, NY

About The Position

The Administrative Assistant/Receptionist provides professional and confidential receptionist and administrative support for The Resource Center’s Administrative Offices. The role supports the Executive Office and oversees mailroom and courier functions, including coordinating daily activities and arranging coverage for reception and the Copy/Mail Room. It also supports visitors, employees, Finance, office operations, and agency events.

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.
Ability to interact with the public professionally, knowledgeably, and in a friendly manner.
Excellent telephone skills, a personable manner, and a neat, professional appearance.
Working knowledge of office administration and secretarial practices.
Excellent organizational skills and knowledge of, or ability to learn about, services provided to agency departments.
Sound judgment and strong adherence to 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 accommodations commensurate with the demands of the job.

Nice To Haves

Associate degree or certificate in Secretarial Studies, or equivalent education.

Responsibilities

Process and distribute incoming mail, route mail related to individuals supported to the appropriate Service Coordinator or Finance Department contact, and coordinate specialized mailings and deliveries.
Greet, screen, direct, and log visitors, people supported, and job applicants, and arrange for escorts or notify staff of visitors.
Coordinate and approve conference-room schedules, arrange room configurations through Maintenance work orders, assist other sites with room scheduling, and train staff as needed.
Enter and receive requisitions in ARM and maintain copy-machine supplies.
Keep the reception area neat, orderly, clean, and pleasant.
Assist the Finance Department, including sorting, alphabetizing, and distributing paychecks for Dunham Ave. and IRA staff.
Notify staff about and 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 Maintenance for administrative-office needs and follow through until the work is completed.
Coordinate and oversee daily activities of Dunham Reception, couriers, and the Copy/Mail Room, and perform Copy/Mail Clerk duties.
Ensure reception and Copy/Mail Room coverage during paid time off or other staff absences.
Provide administrative support to the Executive Office, including maintaining lists and labels for annual filing-system rotation and creating and maintaining Executive Office files.
Communicate staff time off to the immediate supervisor.
Recommend improvements to customer service and operations.
Perform other duties as assigned.