Front Desk/Administrative Assistant at Guidewire Inc – Pittsfield, Massachusetts

Guidewire, Inc is a Non-Profit Human Service Agency that provides residential, and day supports to adults with developmental disabilities through Hampden & Berkshire counties. We are seeking a Front Desk/Administrative Assistant join our Team. The front desk/administrative assistant is responsible for the first impression made on all guests and is expected to professionally greet, assist guests, employees, and individuals in a welcoming, positive manner. All guests to the Guidewire office should feel welcomed and valued while here. This position provides a broad range of administrative and database support for the Berkshire Guidewire Office. This is a full-time non-exempt Monday-Friday 8:30am-4:30pm in office position working out of our Pittsfield office. This is a great opportunity to work in a friendly, professional, and supportive environment.

Core Job Responsibilities (Not all inclusive):

• Work collaboratively with Guidewire employees in a courteous and professional manner
• Notifies office personnel of visitor arrival
• Answers phones in a professional manner, provides information to callers, takes messages, transfers calls to appropriate office personnel.
• Provides excellent customer service by answering/referring inquiries as appropriate
• Maintain accurate employee contact lists
• Assists with monitoring completion of weekly schedules/updates in Pittsfield folder
• Adds program schedules and updates to server
• Maintain financial tracking system: log in all checks, hand out, and log back in returned paperwork
• Ensure no manager has outstanding checks from a previous month-notify PD and VPO of all overdue expenses.
• Take accurate minutes of meetings during Manager meetings and other meetings as assigned. Maintain database of meeting minutes.
• Assists with a variety of administrative tasks including copying, faxing, data entry, filing, archiving etc.
• Develop and maintain filing system-includes assisting office personnel with filing/copying
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist with preparation and mailing of annual Human Rights/DPPC information as directed
• Prepares meeting rooms
• Receive deliveries, sort, and distribute incoming mail and process, log and send all outgoing mail
• Maintain reception area, common areas in a clean and tidy manner always.
• Take inventory of office related supplies and restock as needed
• Coordinate repairs to office equipment
• Other related duties as assigned
• Pick-up BJ’s order
• Accept/sort/keep records of Individuals Christmas/Birthday packages coming into the office.

Benefits:

• Health, vision, dental & life insurance
• Short-term & Long-term disability insurance
• 401 (K) retirement plan (with company contribution)
• Competitive sick, personal and vacation time
• 11 Paid Holidays
• Tuition Remission
• Employee Assistance & Employee Discount Program

Qualifications:

• Associates degree and 2-4 years’ experience in the field, or in a related area preferred but not required
• Strong interpersonal & customer relation skills
• Computer proficiency in Microsoft Office applications
• Attention to detail
• Ability to prioritize
• Organizational and follow-up skills
• Ability to communicate verbally and in writing
• Must possess and maintain reliable transportation, valid drivers license, and automobile insurance.

About the Agency:

Guidewire, Inc is a Non-Profit Human Services Agency founded in 1982, supporting people with disabilities in community settings, enabling adults and young adults with developmental disabilities and behavioral challenges to enjoy community living. We believe everyone deserves to experience a rich and fulfilling life within their local community. Our team is here to support them with well-trained and dedicated staff guiding them every step of the way. We appreciate the dedication and talents of our staff as the source of our success. We support our staff by offering professional development opportunities, recognition of accomplishments, rewarding and engaging work.

Guidewire, Inc is an equal opportunity employer