Job Posting OPEN
Administrative Assistant Front Office
We are Hiring!
Job Posting: Administrative Assistant Front Office
Location: 215 E. Church St, Elmira NY
Employment Type: Full-Time 37.5 hours a week
Salary: $18.50 an hour
As a regional agency of Catholic Charities of the Diocese of Rochester, Catholic Charities of Chemung and Schuyler Counties has offices in Elmira and Watkins Glen and is rooted in a deeply held belief in the dignity of all people. We work to reduce poverty, promote wellness and self-sufficiency, and advocate for social justice.
If you’re looking for an opportunity to express and explore your passion for helping others, then join a team that truly makes a difference DAILY, in people's lives. Don't miss out on being a part of something special!
About the Role:
Responsible to maintain an inviting and hospitable reception area and to serve as a team player in providing administrative/clerical activities that support all departments of the Agency. Completes duties and tasks as
assigned by the Supervisor.
Key Responsibilities:
1. Acts as primary receptionist for the agency.
2. Receives and routes calls to appropriate staff person. Maintain pleasant, calm demeanor and assist callers to fullest extent possible.
3. Checks general voice mailbox routinely and distributes calls to appropriate person/area. Dispose of messages.
4. Maintain inviting and hospitable reception area. Greets visitors and ensures visitors are escorted by staff through the building—maintain visitor log, determine visitor need, and manage visitor/client flow.
5. In the presence of Supervisor or other qualified employee, sort, date stamp, and distribute incoming mail to departments and prepares outgoing mail daily, ensures all mail is given to postal carrier daily. Search client names to distribute mail and faxes to appropriate staff.
6. Completes web invoicing: processes payable bills, according to current procedure for appropriate signature or web invoicing.
7. Assesses incoming invoices for billing accuracy. Raises questions or concerns to supervisor.
8. Reports agency vehicle repairs to Property Supervisor and updates vehicle maintenance logs as needed.
9. Assigns gas cards to employees, collects related receipts, and maintains records following established protocol.
10. Process and receipt rent payments received from all tenants via credit card payment by phone, cash, check, money order. Track required client rent on spreadsheets when payment is received. Send payments to finance. Mail receipts to tenants.
11. Responds to information requests in a timely and efficient manner.
12. Receives and distributes emails submitted to the “Contact Us” tab on the CS-CC.org website.
13. Provides back up to Mission Advancement for special events.
14. Responsible for unlocking front door at start of business and locking front door at close of business.
15. Required to check outside mailbox daily.
16. Assists Housing Council Program with necessary tasks.
17. Assists Operations Manager with the supply inventory at Church St location. Tracks, places, and expedites office supply orders and processes payments accordingly.
18. Assists Operations Manager with scheduling
19. Assists Operations Manager with account reconciliation
20. Assists Residential Housing program with event planning
21. Responsible for maintaining Exec. Suite and Zoom Room beverage and paper product inventory.
22. Maintains office equipment including postage machines (including available funds), copiers, fax machines, printers, etc. Runs end of month reports on each.
23. Place work orders in AWARDS as submitted in email.
24. In the absence of the Care Management Administrative Assistant provide back-up in areas listed.
Qualifications:
• High School Diploma/GED and two years of secretarial experience.
• A combination of education and experience may be substituted at the discretion of the Executive Director
Relevant combination of education and experience will be considered
In absence of Care Management Administrative Assistant Daily Duties (to include but not limited to):
1. Receives, fields and routes calls to appropriate staff person or community resource. Assisting caller as applicable.
2. Ensures all mail is given to postal carrier or post office for delivery daily and received mail is provided to staff in a timely manner.
3. Draft and send introduction letters to all new referrals.
4. Ensure all new enrollees are added to caseload listing and visit logs; distribute to care managers in a timely manner, as directed.
5. Generate purchase orders as needed and follow the procedure, as requested.
6. Maintain exceptional communication with all members of the care management team, as well as all other CCCS staff members, providers, volunteers, clients, and their family members.
7. Have access to Care Managers’ calendars and call clients the day prior to giving appointment reminders.
8. Create, mail, and upload various letters to clients and members of their care team using the letter templates.
9. Ensure that caseload listings are kept current and distributed to identified staff.
10. Updating the Per Member Per Month database when information is received.
11. Other duties as assigned.
12. Data entry as needed by Supervisor. If necessary, utilize each electronic record keeping system.
13. Other duties as assigned.
Top Benefits and Perks:
Why work for Catholic Charities?
- Competitive salary and 403b retirement plan
- Generous time off package and work-life balance
- Comprehensive benefits package.
- Supportive and collaborative environment
- Opportunities for growth and development
- Intrinsic reward of truly making a difference in people's lives
How to Apply:
Interested candidates are invited to apply on the Catholic Charities of Chemung/Schuyler website at www.catholiccharitiescs.org/about/learn-more/employment-opportunities/
Join us and help make a positive impact in our community!
***Catholic Charities is committed to leveraging the talent of a diverse workforce to create great opportunities for our agencies and our people. EOE/AA Disability/Vet