Receptionist/Administrative Assistant

Summary of the Position

The Receptionist/Administrative Assistant is directly involved in the day-to-day coverage of the reception area in the main office and will often be the first point of contact for our mission-focused agency.

Duties and Responsibilities

1. Opens the main floor of the agency promptly, Monday-Friday
2. Greeting clients, donors, board members, and partners; determining their need and/or checking them in according to current protocol
3. Assumes main coverage of reception area and the responsibilities connected with this coverage in collaboration with other appropriate staff
4. Controls and documents all incoming mail, including checks and packages
5. Monitors and answers all calls to the reception phone promptly and professionally, referring calls to the appropriate staff or program
6. Monitors the children’s play space, as part of the reception area, including collaboration with staff and parents for ensuring the safety of children inside the play space
7. Manages the receiving and disbursement of in-kind donations in conjunction with the Development Department
8. Manages the inventory and disbursement of all office supplies for the main office, including the ordering of supplies and equipment in accordance with the budget
9. Works cooperatively with program managers, senior managers, and all Social Services staff in order to ensure the smooth functioning of all aspects of agency operations. Provides various staff with administrative support, which may include the preparation of various reports, forms, notices, and applications
10. Assists in monitoring the office facility in regards to cleanliness and health & safety features
11. Liaisons with the building management company as needed around operational and facilities issues
12. Other administrative tasks as assigned

Qualifications

  • Prefer an Associate’s Degree and one year of administrative assistant or reception experience
  • Significant experience and familiarity with Social Service agencies and situations
  • Bi-lingual ability is preferred, esp. Spanish
  • Excellent computer skills and knowledge of Microsoft Office
  • Excellent interpersonal and writing skills
  • Knowledge of office systems including multi-line phone systems, computers, and office equipment
  • Multitasking and stress management skills are essential for this position
  • Excellent troubleshooting skills

Supervision

This position reports to the Operations/IT Manager

Location

This position is based at 727 Atlantic Ave, Boston MA 02111

To apply

Applications will be reviewed on a rolling basis until August 1, 2018. Please send your cover letter and resume to hr@familyaidboston.org:

Applications may be mailed to:
Human Resources
FamilyAid Boston
727 Atlantic Ave
Boston, Massachusetts, 02111

727 Atlantic Avenue | Boston, MA 02111 | phone: 617-542-7286 | fax: 617-542-9545 | Directions
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