TRC ReceptionAdmin Office Agency Admin

ADMINISTRATIVE ASSISTANT/RECEPTIONIST/ADMINISTRATIVE OFFICES JOB DESCRIPTIONRESPONSIBLE TO: Executive AssistantFUNCTION:Responsible for performing receptionist and administrative support duties for The Resource Center Administrative Offices in a professional and confidential manner. Responsible for providing administrative support to the Executive Office and oversight of the Mail Room and Courier KNOWLEDGE SKILLS AND ABILITIES:Extensive knowledge of The Resource Center and its various programs and services. Ability to deal with the public in a professional knowledgeable and friendly manner. Must have excellent telephone skills be personable and have a neat professional appearance. Working knowledge of office administration and secretarial practices; excellent organizational skills and knowledge of or ability to learn about the services provided to departments throughout the agency; sound judgment and strong adherence to the principles of confidentiality; basic financial skills; working knowledge of information processing and filing systems; working knowledge of computerized word processing and data management. Physical condition or reasonable accommodation(s) commensurate with the demands of the QUALIFICATIONS:High school diploma or GED preferred and a minimum of two (2) years of customer service experience. Associates degree or certificate in Secretarial Studies or equivalent education strongly : Refer to AppendixREQUIRED TOOLS: Refer to AppendixRECEPTIONIST - ADMINISTRATIVE OFFICES APPENDIXOTHER DUTIESSPECIFIC DUTIES:Responsible for mail processing duties including but not limited to:Separates and distributes incoming mail for the AgencySort and distributes mail to appropriate Service Coordinator or Finance Department contact to process for individuals and records UPS mail Federal Express or other specialized mailings and receives and arranges for pickup of deliveries and screen direct and log visitors people supported job applicants and escort visitors to their destination (or call the staff they are here to see) as required in The Resource Centers secure-site administrative offices. Responsible for maintaining coordinating and approval of schedules for:Conference rooms at Dunham with TRC Maintenance department through the work order system configurations for meeting staff at other sites with scheduling staff as needed on room and receive requisitions in ARM. Maintains office supplies for the copy machine Keep reception area neat and duties to assist the Finance Department including but not limited to assisting Payroll with sorting alphabetizing and distribution of paychecks for Dunham Ave. and IRA staff. Responsible for staff notification distribution and/or collection of money for administrative office and/or agency-wide events such as fundraisers raffles or other special events. Serves as contact person responsible for calling the company that maintains the fire alarm system when fire alarm sounds in the Administrative Office Building informs if false alarm fire drill or possible fire in the building. Responsible for contacting Maintenance for the Administrative Offices as needed; follows through until necessary work is OFFICE/COPY ROOM SUPPORT:Responsible for coordinating and overseeing the daily activities of Dunham Reception Couriers and the Copy/Mail duties of Copy/Mail for ensuring coverage for Dunham Reception and Copy/Mail Room for PTO and/or other absences. Provides a variety of administrative tasks in support of Executive Office including but not limited to:Maintains the lists and labels for yearly rotation of Board/Committee/Board Advisory/Direct Staff filing systemCreates and maintains files for Executive OfficeCommunicates staff time off with immediate a clean orderly and pleasant environment in the reception area. Makes recommendations for improving customer service and :Other duties as assignedREQUIRED TOOLS: Badge access (Dunham Only 7 a.m. 6 p.m.)Email (internal and external account)Human Resources Information System InternetTraining Management SystemMaintenance Work Order SystemPurchasing Requisition System07/30/2020; 3/15/23 3/31/25Executive Support The Resource CenterSalary Grade:9FLSA Status:Non-ExemptPTO/CAT:3CFR:605