Receptionist Jobs

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Arc Herkimer is looking for a Receptionist. The Receptionist will be responsible for providing excellent customer service to internal and external customers and presenting a positive and professional image of the agency, as well as providing administrative and clerical support for various administrative functions. They will conduct themself and maintain their work area in a neat, polite and professional manner which expresses hospitality and positive agency values. They will remain calm under pressure. They will maintain a neat, polished and professional appearance.

Full time 40 hours/week Monday - Friday 8:00am - 4:00pm

Rate of pay: $15.00/hr

Qualifications:

• Competent computer skills in Microsoft Office applications.
• Minimum of two years of office experience, preferably in a receptionist or administrative assistant role.
• High School Diploma/GED.

Duties include but not limited to:

• Manages procurement, inventory, and distribution of agency office supplies. Conducts annual inventory and provides regular reports to finance office. Controls other inventory relevant to reception area.
• Maintains confidentiality and shows discretion. Represents agency in ethical and professional manner.
• Other duties as assigned by supervisor.
• Ensures cleanliness and orderliness in reception and associated areas to present positive agency image.
• Organizes and maintains conference and meeting room bookings. May coordinate meetings and organize catering and hospitality.
• Provides administrative and clerical support for a wide range of administrative staff as directed by Executive Office & Special Events Manager to include such duties as preparation of correspondence and documents, updating databases, organizing complicated bulk mailings, preparing and maintaining spreadsheets, scheduling and following up on appointments, completing reports, filing, photocopying, collating.
• Reviews, accepts, secures, and ensures timely distribution of deliveries.
• Monitors use of office equipment, assists with troubleshooting, and coordinates maintenance, repair and stocking of related supplies.
• Assists Office Operations Assistant with data entry and processing reports for Industrial Operations Payroll.
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs. Assures communications log is maintained and reviewed as backups change shifts.
• Provides solutions and support to internal and external customers using in-depth knowledge of agency. Hears and resolves complaints from internal and external customers and deals effectively with difficult customers in a calm and tactful manner.
• Operates multi-line telephone system to answer incoming calls; directs callers to appropriate personnel and or takes and delivers messages/transfers calls to voice mail when appropriate.
• Processes incoming and outgoing mail, which may include taking daily mail to the post office. Maintains up-to-date knowledge of postal regulations, rates, and bulk mailing processes.
• May be asked to cover agency wide on call after hours emergency phone calls as coverage for Executive Office Manager. Additional stipend would apply per agency procedure.
• Manages sales of agency fund raising and other salable items and collects reservations and money for agency-sponsored events.
• Backs up Office Operations Assistant and maintains working knowledge of duties to assure coverage in absence of Office Operations Assistant.
• Receives incoming money from internal and external sources and processes according to agency procedures.
• Provides information and responds professionally to callers and visitors. Maintains a working knowledge of organizational structure, information on individual employees, physical location of agency departments, and titles of individuals within the organization.
• Secures and distributes information and documentation including faxes, paychecks, gift cards, and other administrative or agency wide items for distribution.
• Notifies appropriate staff and/or emergency services if emergencies arise. In case of emergency exits building with logbook and reports if visitors are in the building.
• Maintains security awareness by following security procedures. Maintains and monitors people coming and going through reception area, issues visitor passes, maintains visitor log, and is aware of and reports suspicious activity.
• Trains backup receptionist/switchboard operators and assures that all possess most current knowledge and data by maintaining up to date information and instructions in manual and/or list form and reviews with backups on a regular basis.

Affirmative Action/Equal Opportunity Employer/Veterans/Disabled

Equal Opportunity Policy Statement

Arc Herkimer values diversity and seeks to sustain an environment in which the unique talents of each individual can flourish and contribute to the Arc Herkimer mission. It is the policy of Arc Herkimer not to discriminate against any employee or qualified applicant for employment on the basis of their race, color, religion, age, sex, national origin, marital status, disability, veteran status, military status, sexual orientation, gender identity or expression (including transgender status), predisposing genetic characteristics/genetic information or carrier status, domestic violence victim status, ancestry, ethic group identification, traits historically associated with race, citizenship, creed, marital status, familial status, reproductive health decision making, and all other categories protected by applicable federal, state, or local law, including a known relationship or association with any member of a protected class. This policy shall apply to all employment actions, including but not limited to recruitment, advertising, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination of employment, rates of pay or other forms of compensation, and selection for training/development at all levels of employment.

Arc Herkimer prohibits discrimination by or against employees, interns, representatives, vendors contractors, and all other persons doing business with or for the agency.

The agency is committed to Equal Employment Opportunity (EEO) and Affirmative Action in all aspects of its business and will utilize affirmative action to make employment decisions so as to further the principle of equal employment opportunity.

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