Administrative Assistant-Laboure Main Desk

Catholic Charities Archdiocese of Boston•Boston, MA

3d•$19 - $20•Onsite

About The Position

The Administrative Assistant supports the administrative functions of the main entrance reception area of Catholic Charities Laboure Center, a multi-service building providing a variety of social service support to the South Boston community. The Administrative Assistant welcomes visitors, answers and makes telephone calls, assists clients, visitors, and performs various administrative responsibilities to support the programs and general operations of the building.

Requirements

Associate degree, high school diploma or equivalent.
Experience working in a busy office environment with the general public preferably with individuals seeking support services.
A calm and professional demeanor.
Must enjoy working with people of varied cultural backgrounds.
Polite and professional presentation with keen attention to detail and problem-solving skills.
Organized and detail oriented.
Competent telephone skills using multi-line telephone systems.
Competent typing and computer skills using Microsoft Office Suite and Outlook, mail merge, editing, and Excel spreadsheets.
Ability to read and write in English.

Nice To Haves

Bilingual ability a plus.

Responsibilities

Maintain professional boundaries and confidentiality.
Present self in a welcoming and professional manner.
Answer telephone calls by use of the main directory system, screen calls and refer callers to the appropriate person, receive and convey messages.
Ensure consistent coverage for the reception desk and coordinate coverage for absences with the Office Manager.
Greet visitors, ensure the visitors log is signed upon entry and exiting, issue visitor badges, communicate arrival to the employee the visitor is scheduled to meet, and direct visitors to the waiting room.
Ensure the visitors log is always current for tracking individuals in the building and take the log upon exiting in the event of an emergency evacuation.
Communicate building parking matters of concern to the Office Manager and issue parking passes to visitors as needed.
Communicate concerns related to the behavior of visitors/others to the Office Manager or designee as needed.
Update building appointment calendar in a timely manner.
Accept and distribute mail timely and efficiently, and stamp mail for daily pick up.
Prepare and stamp outgoing mail, sort incoming mail and packages upon arrival.
Maintain and order supplies for the postage meter and credit card machine.
Review and update the front desk manual monthly for consistency with procedures.
Distribute English for speakers of other languages (ESOL) online application link and other resources to prospective students calling and visiting the building.
Check phone messages, return and direct calls to clients and others as needed.
Assist with digitization of historical Nursing Assistant and Home Health Aide (NAHHA) program files and maintain new client records.
Process and manage intake applications for NAHHA students and communicate with the Program Director as needed.
Accept payment for NAHHA program tuition and complete associated documentation, and notify the finance department when tuition is received and ready for pickup.
Prepare NAHHA program certificates, and other material as needed.
Assist with holiday applications for Thanksgiving and other events, and create a master list.
Maintain a clean and organized work area and report equipment maintenance issues to the Office Manager.
Attendance at internal and external meetings and trainings as required.
Other responsibilities as assigned.