Switchboard/Administrative Assistant

AgeSpan•Lawrence, MA

1d•$20 - $21•Hybrid

About The Position

Since 1974, AgeSpan has supported individuals in making their own decisions, securing independence, and remaining in the community. The agency prides itself on its employees who make this possible daily and is recognized as a thought-leader for its innovative ideas and welcoming of creativity. AgeSpan offers competitive salaries, generous vacation time, and an excellent work/life balance, valuing diversity and encouraging career growth. The work environment is supportive, collaborative, and encourages diverse perspectives and backgrounds. It focuses on innovation, with a team known for developing and implementing novel solutions. Employees are encouraged to develop through opportunities to get involved, use their voice, and gain new knowledge and skills, while maintaining a satisfying balance between work and personal life, including a flexible workplace, generous paid time off, and wellness programs.

Requirements

High School diploma
Bi-lingual ability in Spanish
Excellent interpersonal, telephone and organizational skills
Strong written and verbal communication skills
Strong attention to detail and follow through
Ability to multitask and work well in a fast paced, team environment

Nice To Haves

Associates Degree
Prior work with a computerized, multi-line phone system
Experience as an administrative assistant
Proficiency in use of Microsoft 365 and web-based databases

Responsibilities

Answer and direct all incoming telephone calls to the agency utilizing agency software and databases to track and transfer calls promptly and accurately.
Complete Agency mail functions and administrative tasks as assigned.
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.
Perform other related duties as assigned.