Switchboard/Administrative Assistant

AgeSpan•Lawrence, MA

1d•Hybrid

About The Position

AgeSpan has been supporting individuals' desire to make their own decisions, secure their independence, and remain living independently in the community since 1974. We are proud of our employees who make this possible every day. Our agency is a thought-leader and a nationally known generator of new ideas because it welcomes creativity and employee ideas. It is an outstanding place to work: stimulating, friendly, and collaborative. We offer competitive salaries, generous vacation time, and an excellent work/life balance. We value diversity and encourage career growth. If you have a passion for improving the lives of the elderly community and enjoy working in a diverse team driven by its mission, you've found the right place! At AgeSpan, you'll find a work environment that combines: A refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds. A focus on innovation with a team recognized for developing and implementing innovative programs and novel solutions. Encouragement of your development through opportunities to get involved, use your voice, and gain new knowledge and skills. A satisfying balance between your work and personal life, including a flexible workplace, generous paid time off, and wellness programs.

Requirements

High school diploma required.
Excellent attendance, punctuality, and flexibility to assist in shift coverage and participate in administrative project are essential elements of the position.
Bi-lingual ability in Spanish is required.
Excellent interpersonal, telephone and organizational skills, written and verbal communication skills, strong attention to detail and follow through, and the ability to multitask and work well in a fast paced, team environment.
Bilingual in Spanish required.

Nice To Haves

Associates Degree preferred
Prior work with a computerized, multi-line phone system and/or experience as an administrative assistant and proficiency in use of Microsoft 365 and web-based databases are strongly preferred.

Responsibilities

Ensure switchboard is opened and closed in a timely manner including forwarding calls to the answering services at the end of each business day.
Process and triage high call volume within set timelines to the appropriate recipients.
Maintain professional and calm demeanor when processing all calls.
Follow agency protocol to process emergency calls in a calm, confident manner.
Monitor and report any system/walk in issues to direct supervisor.
Develop an in-depth knowledge of Agency's staff data base and the process of contacting staff.
Utilize Agency consumer databases to identify and transfer calls to the appropriate staff.
Greet agency visitors in a professional and welcoming manner.
Follow procedures to connect visitors with appropriate staff in a timely manner.
Ensure packages are directed to the intended recipient in a timely manner.
Assist with the Conference Room Booking process as needed.
Follow agency protocol to appropriately handle emergency front desk situations.
Process all incoming and outgoing Agency mail including faxes.
Maintain inventory of mail and mail machine supplies.
Maintain staff mailboxes.
Perform administrative tasks including but not limited to copying, scanning, faxing, labeling, and packet creation.
Attend all relative meetings.
Other related duties as assigned.