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Administrative Assistant

2 months ago

Paterson, United States Eva's Village Full time
Job DescriptionJob Description

Job Overview:

The Front Desk Administrative Assistant is responsible for performing administrative duties to support daily business functions and operations.

Responsibilities

  1. Cheerfully and optimistically greets and directs clients and visitors; completes security procedures regarding visitors and vendors. Maintaining the front lobby presentable with all necessary material (pens, forms, paper, etc.)

  1. Candidates should possess the ability to successfully identify and manage their emotions and those of the people around them. Informing appropriate departments of unusual or difficult client care or staff concerns.

  1. Embody Eva's Village, Inc. core values to provide an exceptional and effective experience for our clients, funders, legislative visitors, employees, and volunteers.

  1. Monitors and responds to incoming calls; operates the telephone and paging system when appropriate; directs calls to the appropriate person or department; takes messages and forwards information via Teams or Outlook to staff, where appropriate.

  1. Provides callers and visitors with information regarding the company address, directions, company website, and other related information regarding the community kitchen, programs, and recovery center. Answering questions and addressing complaints to the appropriate department.

  1. Utilizes appropriate reference materials (i.e., policy and procedure manuals, reference books) to respond to unfamiliar situations.

  1. Candidate should be supportive and build and develop relationships in the workplace while protecting client and staff privacy by adhering to the HIPAA confidentiality guidelines.

  1. Utilizes sound judgment in critical thinking and problem solving while making appropriate decisions based on available data. Able to provide rationale for decisions in both written and verbal communications, if requested.

  1. Responsible for ordering campus supplies through a variety of vendors (Amazon, Pitney Bowes, Staples, WB Mason, etc.) ensuring the appropriate inventory is on hand. Ensuring vendors are paid promptly via Accounts Payable and ensuring all accounts are always in good standing.

  1. Responsible for monitoring and issuing campus parking permits and assisting campus security with parking questions when needed. Maintains an updated list with pertinent information, making sure the permits and supplies are on hand.

  1. Monitor office expenses and costs, process departmental supply orders for pickup, and refer charges and invoices to Accounts Payable for processing.

  1. Checks, sorts, and forwards emails.

  1. Prepare outgoing mail by drafting correspondence, securing parcels, etc.

  1. Maintains the cleanliness and order of the staff mailroom, lunchroom, and conference room. Ensuring the staff refrigerators and supplies are orderly and cleaned quarterly.

  1. Maintains and updates telephone lists as needed for both regular and emergency contact numbers.

  1. Monitors the company website and addresses and/or directs inquiries appropriately.

  1. Responsible for the front office equipment, including the copy machine, printer, postage meter, computers, etc.; arranging for service calls when necessary; and ensuring supplies such as cartridges, ink, paper supplies, mailing labels, etc. are on hand.

  1. Responsible for ordering business cards for the campus and ensuring accuracy for printing. Receiving approval to process cards from the development office head.

  1. Maintains and updates databases as appropriate throughout the year.

  1. Provides interdepartmental assistance with a variety of administrative tasks.