Short Description:
In a team setting maintain files and records answer telephones process incoming mail prepare and mail out going correspondence or parcels
Complete Description:
prepare correspondence forms files and reports for processing storage or forwarding using Excel and Word programs answer inquiries operate standard office equipment and perform related work as required.
| 6. DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES - Greet and assist members visiting the office in accordance with established procedures.
- File material in accordance with a prescribed classification system.
- Answer telephone calls provide routine information concerning agency services and redirects calls as needed in accordance with established procedures.
- Prepare standardized forms according to established procedures.
- Receive open date stamp investigate assign and distribute incoming mail messages packages etc. to appropriate individuals.
- Scan prepared documents into the Captiva system and index documents by envelope category document category and document type.
- Retrieve and distribute records from files or boxes such as correspondence applications verifications etc.
- Search and recover information from computer terminals in order to respond to inquiries or requests.
- Post information on such items as logs spreadsheets records or computer systems according to established procedures.
- Operate and provide instruction on the usage of standard office equipment such as copy machines postage machines fax machines computers (such as PCs and Printers) telephones mail openers TTY equipment.
- Review forms applications documents correspondence for accuracy and completeness.
- Provide information concerning such topics as meetings schedules appointments cancellations etc. to appropriate individuals either orally or in writing.
- Prepare and submit requisitions to maintain supply standards in accordance with established procedures.
- Compile data for office and/or agency reports.
- Provide inter and intra communications via the e-mail system.
- Operate specialized office equipment that requires manufacturer-training prior to use.
- Perform computer functions to create documents such as letters e-mail spreadsheets and charts lists and memoranda.
- Maintain and update daily activities logs for ongoing or completed work assignments in order to control daily assignments and workflow.
- Maintain supply inventory including assisting with ordering supplies.
- Operate a personal computer for both look up and data entry purposes.
- Aid in the development of production schedules performance standards quality controls methods procedures and operations regulations to assist clerical and operational procedures.
- Coordinate leave time breaks lunches coverage times and duty hours to ensure proper coverage.
- Ability to work in a team setting with team ownership of all assigned tasks.
- Perform other assigned duties as required.
| 7. QUALIFICATIONS REQUIRED AT HIRE (List knowledges skills abilities) -
- Ability to understand and apply the laws rules policies and procedures governing assigned unit activities.
- Ability to read write and comprehend the English language
- Ability to use proper grammar punctuations and spelling.
- Ability to follow written and oral instructions.
- Ability to work accurately with names numbers codes and/or symbols.
- Ability to work with a computer comfortably with specific knowledge of Word and Excel programs.
- Ability to file material in accordance with standard filing procedures.
- Ability to maintain accurate records.
- Ability to communicate effectively in oral expression.
- Ability to establish and maintain harmonious working relationships with others.
- Ability to handle a fast-paced front-facing environment.
- Ability to deal tactfully with others.
- Knowledge of clerical office practices and procedures including office record keeping office correspondence control the types and uses of office equipment and supplies and business letter preparation.
- Skill in operating general office machines and equipment such as photocopiers telephone systems postage meters calculators paging devices hand collators perforators electric staplers shredders or similar equipment.
- Ability to exercise sound judgement.
- Ability to lift a minimum of 35 pounds.
| | 8. QUALIFICATIONS ACQUIRED ON JOB (List knowledges skills abilities) -
- Knowledge of the laws rules policies and procedures governing assigned unit activities.
- Knowledge of the types and uses of agency forms.
- Knowledge of the proper telephone procedures for making and receiving agency calls.
| |
MINIMUM ENTRANCE REQUIREMENT:
Applicants must have at least (A) three years of full-timeor equivalent part-time experience in office work or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
- A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
- A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
- A diploma for completion of a one-year full-time or equivalent part-time program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
- A diploma for completion of a two-year full-time or equivalent part-time program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*
*Education toward such a degreeor diploma will be prorated on the basis of the proportion of the requirements actually completed.
| Skill | Required / Desired | Amount | of Experience |
| Bilingual capacity in Spanish | Required | | |
| Prior experience in an admin. asst. or receptinist role. | Required | 2 | Years |
Short Description: In a team setting maintain files and records answer telephones process incoming mail prepare and mail out going correspondence or parcels Complete Description: prepare correspondence forms files and reports for processing storage or forwarding using Excel and Word programs an...
Short Description:
In a team setting maintain files and records answer telephones process incoming mail prepare and mail out going correspondence or parcels
Complete Description:
prepare correspondence forms files and reports for processing storage or forwarding using Excel and Word programs answer inquiries operate standard office equipment and perform related work as required.
| 6. DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES - Greet and assist members visiting the office in accordance with established procedures.
- File material in accordance with a prescribed classification system.
- Answer telephone calls provide routine information concerning agency services and redirects calls as needed in accordance with established procedures.
- Prepare standardized forms according to established procedures.
- Receive open date stamp investigate assign and distribute incoming mail messages packages etc. to appropriate individuals.
- Scan prepared documents into the Captiva system and index documents by envelope category document category and document type.
- Retrieve and distribute records from files or boxes such as correspondence applications verifications etc.
- Search and recover information from computer terminals in order to respond to inquiries or requests.
- Post information on such items as logs spreadsheets records or computer systems according to established procedures.
- Operate and provide instruction on the usage of standard office equipment such as copy machines postage machines fax machines computers (such as PCs and Printers) telephones mail openers TTY equipment.
- Review forms applications documents correspondence for accuracy and completeness.
- Provide information concerning such topics as meetings schedules appointments cancellations etc. to appropriate individuals either orally or in writing.
- Prepare and submit requisitions to maintain supply standards in accordance with established procedures.
- Compile data for office and/or agency reports.
- Provide inter and intra communications via the e-mail system.
- Operate specialized office equipment that requires manufacturer-training prior to use.
- Perform computer functions to create documents such as letters e-mail spreadsheets and charts lists and memoranda.
- Maintain and update daily activities logs for ongoing or completed work assignments in order to control daily assignments and workflow.
- Maintain supply inventory including assisting with ordering supplies.
- Operate a personal computer for both look up and data entry purposes.
- Aid in the development of production schedules performance standards quality controls methods procedures and operations regulations to assist clerical and operational procedures.
- Coordinate leave time breaks lunches coverage times and duty hours to ensure proper coverage.
- Ability to work in a team setting with team ownership of all assigned tasks.
- Perform other assigned duties as required.
| 7. QUALIFICATIONS REQUIRED AT HIRE (List knowledges skills abilities) -
- Ability to understand and apply the laws rules policies and procedures governing assigned unit activities.
- Ability to read write and comprehend the English language
- Ability to use proper grammar punctuations and spelling.
- Ability to follow written and oral instructions.
- Ability to work accurately with names numbers codes and/or symbols.
- Ability to work with a computer comfortably with specific knowledge of Word and Excel programs.
- Ability to file material in accordance with standard filing procedures.
- Ability to maintain accurate records.
- Ability to communicate effectively in oral expression.
- Ability to establish and maintain harmonious working relationships with others.
- Ability to handle a fast-paced front-facing environment.
- Ability to deal tactfully with others.
- Knowledge of clerical office practices and procedures including office record keeping office correspondence control the types and uses of office equipment and supplies and business letter preparation.
- Skill in operating general office machines and equipment such as photocopiers telephone systems postage meters calculators paging devices hand collators perforators electric staplers shredders or similar equipment.
- Ability to exercise sound judgement.
- Ability to lift a minimum of 35 pounds.
| | 8. QUALIFICATIONS ACQUIRED ON JOB (List knowledges skills abilities) -
- Knowledge of the laws rules policies and procedures governing assigned unit activities.
- Knowledge of the types and uses of agency forms.
- Knowledge of the proper telephone procedures for making and receiving agency calls.
| |
MINIMUM ENTRANCE REQUIREMENT:
Applicants must have at least (A) three years of full-timeor equivalent part-time experience in office work or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
- A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
- A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
- A diploma for completion of a one-year full-time or equivalent part-time program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
- A diploma for completion of a two-year full-time or equivalent part-time program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*
*Education toward such a degreeor diploma will be prorated on the basis of the proportion of the requirements actually completed.
| Skill | Required / Desired | Amount | of Experience |
| Bilingual capacity in Spanish | Required | | |
| Prior experience in an admin. asst. or receptinist role. | Required | 2 | Years |
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Job Location:
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
