Administrative Assistant/Receptionist in Rochester, New York at Mental Health Association of Rochester/Monroe County

Job Summary:

The Administrative Assistant/Receptionist is responsible for the reception of guests to the agency and for administrative tasks assigned.

PLEASE NOTE: This is a part-time, evening position working Monday - Friday 5 pm - 9 pm (20 hours per week)

Essential Job Duties and Responsibilities: (Additional duties may be assigned)

Reception:

• Warmly welcomes guests to the organization and ensures their needs are met.
• Notifies staff in a timely manner of meeting attendants, etc.
• Maintains record of when guests arrive and leave.
• Screens, answers and documents incoming calls on multi-line phone system.
• Maintains office security by following safety procedures and monitoring access to coworkers via reception.

Administrative Duties:

• Assists with clerical duties including copying, faxing, scanning, filing, mailing, shredding and data entry.
• Schedules meetings and appointments (both in person and virtually) as needed.
• Ensures all attendees have communication regarding meeting location, etc.
• Ensures meeting rooms display weekly calendar for their use.

Other:

• Attends meetings as assigned.
• Other duties as assigned in support of departmental or organizational goals

Supervisory Responsibilities:

None

Education and Experience:

• High School Diploma or Equivalent. Associate degree preferred.
• At least three years working in a front office environment as a receptionist or similar role.

Equipment, Machines and Software Used:

• Reliable transportation required.
• Ability to operate various office equipment including computer, printer, telephone, fax machine, photocopier, scanner, and calculator.
• Computer Software: Electronic Health Record experience, Welligent experience a plus; Microsoft Office to include Word, PowerPoint, Outlook, and Excel.

Knowledge, Skills, and Abilities:

• Telephone skills include answering calls in a welcoming manner, taking messages accurately, transferring calls to appropriate persons, etc.
• Computer proficiency includes word processing, data entry, and using standard software.
• Strong working knowledge of office procedures, customer service attitude and behaviors.
• Demonstrated ability to handle a variety of work assignments and to think creatively.
• Capable of working both independently and as an interdependent member of a team.
• Ability to act with integrity, professionalism, and confidentiality.
• Demonstrated good oral and written communication skills.
• Individuals must demonstrate sensitivity, respect, and competency with diverse cultural backgrounds, social identities and practices of community members.
• Ability to respond to questions from agency staff, individuals served and community guests.
• Personal lived experience with mental health is preferred.
• Bi-lingual in Spanish preferred.

Physical and Mental Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to exert up to 15 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• Must be able to access and navigate each department at the organization’s facilities.
• Finger dexterity required to operate telephone and computer keyboard.
• Hearing at a level to enable one to hear normal conversation.
• Visual requirements of having the ability to read documents, the computer screen, etc.

Environmental Conditions:

Work is performed in a typical office environment where there is no substantial exposure to adverse environmental conditions

Work Hours:

• The standard work week is 20 hours. Monday - Friday 5 pm - 9 pm.
• This work cannot be performed from home or in hybrid format.

Compensation:

• Compensation will be in the range of $21/hr.

Disclaimer:

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
• This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
• The company reserves the right to add to or revise an employee's job duties at any time at its sole discretion.
• This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.