Receptionist, Albany Houses Cornerstone

CAMBA INC•New York, NY

23h•Onsite

About The Position

The Receptionist at Albany Houses Cornerstone is responsible for providing administrative and clerical support to ensure the smooth operations of all departments. This includes answering and screening incoming telephone calls, directing callers, and assisting non-clerical staff with clerical work such as data collection and verification. The role requires maintaining professional relationships with clients, ensuring client confidentiality, and complying with all Federal, State, City, and CAMBA security and privacy policies, especially those related to individually identifiable health information. Key duties involve greeting visitors, providing organizational information, composing and sending correspondence, managing filing systems, coordinating meetings, entering data into an automated management information system, and ensuring office equipment functionality. The receptionist also handles purchasing support, office supply management, employee time and attendance tracking, and mail services. Additionally, the position may involve facilitating client phone usage, coordinating special events, providing administrative support to upper management, and arranging travel.

Requirements

High school diploma or G.E.D. or equivalent experience
Must obtain Dept. of Health, Dept. of Education fingerprint clearance
Doctor's note certifying good health
Proof of negative results from TB test
Staff Exclusion List (SEL) clearance
State Central Registry (SCR) clearance
Ability to maintain State Central Registry (SCR) clearance and fingerprint clearance throughout the duration of employment
Ability to adapt to the culture and environment of a public school
Proficient experience using Microsoft Office software
Knowledge of databases
Ability to type 45 words per minute

Responsibilities

Provide administrative and clerical support to ensure the smooth operations of all departments
Answer and screen incoming telephone calls
Direct callers and general voicemail messages to the appropriate personnel
Assist non-clerical staff with clerical work (i.e., data collection and data verification)
Maintain professional relationships with clients and client confidentiality
Practice Universal Precautions/Standard Protocol & Procedures
Comply with any and all Federal, State, City and CAMBA security and privacy polices intended to protect the security and privacy of individually identifiable health information
Greet visitors/clients, determine nature of business, and announce visitors to appropriate personnel
Provide callers with answers to questions about the organization (i.e.-address, fax #, directions, etc.)
Compose, type and send general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.)
Copy, collate and file correspondence and various documents weekly
Organize and maintain filing system(s)
Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities
Record, type and distribute minutes of meetings
Enter data into automated management information system
Ensure all agency forms, staff directory, and profiles are updated weekly
Ensure that fax and copy machines are in working condition
Monitor, troubleshoot, and track all office equipment maintenance issues
Schedule all office equipment repairs, and servicing as needed
Prepare, submit and track all MIS requests for assistance
Post, monitor and secure information on all employee and/or client bulletin boards
Collect and track employee time and attendance/vacation/comp-time and record into log
Provide purchasing/procurement support (i.e.-reconcile purchase orders and invoices)
Order, receive, track, store and distribute office supplies
Assist with the audit of all employees' time and attendance data
Deliver all employee time sheets to the Payroll department
Coordinate and assign staff mailboxes as needed
Conduct mail pickups and/or deliveries
May facilitate, monitor and log client’s business phone usage
May coordinate, plan and participate in special events
May provide administrative support to upper management staff (EVP, SVP, VP, SPD, PD, APD, SPM, PM)
May arrange and coordinate travel schedules and reservations and prepare travel vouchers
May update appointment calendars