Front Desk Administrative Assistant

2 months ago

Chicopee, United States Mental Health Association - Western MA Full time

The Mental Health Association, Inc. is seeking a Front Desk Administrative Assistant to provide vital office support through various clerical activities. This role involves greeting and assisting visitors, managing inquiries, and ensuring efficient office operations. The ideal candidate will have prior experience in an administrative position, preferably in the human service field, is bilingual in English and Spanish, and has moderate to proficient skills using Microsoft Office Suite.

Key Responsibilities:

  1. Visitor and Call Management:
  • Greet visitors and promptly answer phone calls, routing inquiries to the appropriate staff while maintaining a courteous and professional demeanor.
  • Provide routine information and uphold confidentiality in accordance with MHA guidelines and HIPAA policies.
Office Operations:
  • Open and close the office as per MHA guidelines, ensuring security and accessibility.
  • Check and route daily voice mail messages to the appropriate staff members.
Handling Sensitive Matters:
  • Manage critical or urgent matters with diplomacy, seeking guidance when necessary.
Document Preparation:
  • Prepare letters, memos, reports, and other materials, ensuring accuracy and adherence to deadlines.
  • Make minor corrections to drafts as needed.
Mail and Supply Management:
  • Process incoming checks and daily mail with minimal errors, maintaining confidentiality.
  • Manage office supplies, ensuring stock levels are maintained and placing orders as needed.
Clerical Support:
  • Assist with various clerical tasks across departments, including copying, scanning, and mailings.
  • Maintain databases and logs as required.
Office Environment:
  • Ensure a tidy and safe work environment, reporting maintenance and safety concerns according to MHA policies.

Requirements

  • Experience:
    • Minimum of one year of experience in an administrative role, ideally in the human service field.
    • Receptionist experience in a high-volume environment is highly desired.
  • Bilingual Skills:
    • Proficiency in English and Spanish is ideal.
  • Communication Skills:
    • Clear and effective communication skills, emphasizing respectful interactions with all visitors.
  • Flexibility:
    • Ability to be flexible, helpful, and cooperative in a dynamic environment.
  • Attention to Detail:
    • Strong attention to detail and follow-through on tasks.
  • Technical Skills:
    • Proficiency in MS Word and Excel; capable of learning and operating office equipment (fax, copy, postage machines).
  • Independence:
    • Able to work independently from written or verbal instructions.
  • Multi-Tasking:
    • Strong ability to juggle multiple responsibilities effectively.

Education:

  • High school diploma, GED, or equivalent experience required.

Benefits

  • Health Care Plan (Medical, Dental & Vision)
  • Retirement Plan (401k, IRA)
  • Life Insurance (Basic, Voluntary & AD&D)
  • Paid Time Off (Vacation, Sick & Public Holidays)
  • Family Leave (Maternity, Paternity)
  • Short Term & Long Term Disability

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