Executive Receptionist

City of New York•New York City, NY

3d•Onsite

About The Position

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services, and provides subsidized child care vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement and programs for youth in the community. The NYC Administration for Children's Services (ACS) Commissioner’s Office is the central management point for the daily operations of the agency and the first point of contact for external partners. The office works with the leadership of all ACS divisions to set priorities, advance key initiatives, and respond to concerns of stakeholders. Reporting to the ACS Commissioner’s Office Project and Liaison Manager, the Executive Receptionist will be an integral member of the Commissioner’s Office team to assist with the day-to-day operations of the office. The incumbent will interact with staff at all levels of the agency and external stakeholders, through greeting and providing customer service. Specifically, the Executive Receptionist will serve as the gatekeeper to the Commissioner’s floor, support office functions, and answer incoming calls to the general ACS phone line.

Requirements

A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Responsibilities

Answer and route incoming calls on a multi-line telephone system and respond to inquiries from both internal and external constituents.
Upload, assign, and track Mayoral Correspondence, 311 calls and emails into 311 Dynamics and ensure timely follow up and closure of inquiries, complete reconciliation exercises with the Mayor’s Office of Operations.
Maintain and analyze daily data of all inquiries by category to identify call trends, improve constituent experience, and increase operational efficiency.
Greet guests and answer visitor inquiries including directing them to the appropriate person or location.
Remain aware of internal and external guests to the floor and communicate with security as appropriate.
Maintain a professional and organized reception area by ensuring it is tidy, presentable, and well-equipped.
Restock and reorder pantry, office, and printer supplies as needed.
Receive, distribute, and review mail and correspondence daily, maintain electronic Correspondence folder to ensure it is organized and easily accessible by other Commissioner’s Office staff, file and draft responses to correspondence as appropriate.
Prepare boxes of files and documents for offsite storage by utilizing WITS and records management procedures.
Support Commissioner’s meetings both on and off site as needed including room set up, room reset, and greeting/signing in attendees.