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.
ESSENTIAL FUNCTIONS
- Always maintain professional boundaries and confidentiality.
- Always 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. With the Office Manager, coordinate coverage for absences.
- Greet visitors and ensure the visitors log is signed upon entry and when exiting the building. Issue visitor badges and communicate arrival to the employee that the visitor is scheduled to meet. Direct visitors to waiting room
- Ensure the visitors log is always current for tracking individuals in the building. In the event of an emergency evacuation, take the log upon exiting the building.
- Communicate building parking matters of concern to the Office Manager, issue parking passes to visitors as needed.
- Communicate concerns related to the behavior of visitors/other to the Office Manager or designee as needed.
- Update building appointment calendar in a timely manner.
- Accept and distribute mail timely and efficiently. 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. Communicate with Program Director as needed.
- Accept payment for NAHHA program tuition and complete associated documentation. 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, create master list.
- Maintain a clean and organized work area. Report equipment maintenance issues to the Office Manager.
- Work is performed in an office environment with the use of office equipment. Will require extended periods of sitting and standing, bending and lifting to 15 lbs. Regular interaction with employees, students, clients and the general public. May be exposed to individuals experiencing a crisis in need of support.
- Attendance at internal and external meetings and trainings as required.
- Other responsibilities as assigned.
QUALIFICATIONS
- 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. Bilingual ability a plus.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
Visit us at: www.ccab.org.
7/2023
Monday 2:00-6:00
Tuesday 2:00-8:30 *when classes are in session (2:00-6:00 during school vacation and summer)
Wednesday 2:00-8:30 *when classes are in session (2:00-6:00 during school vacation and/ or when there are no intakes scheduled)
Thursday 2:00-8:30 *when classes are in session (2:00-6:00 during school vacation and summer)
Friday 2:00-6:00
