TRC - Reception/Admin Office - Agency Admin

The Resource Center has been providing services to persons with disabilities in the Chautauqua County area since 1958. From our humble beginnings as a gathering of parents and concerned citizens who wanted to provide educational and training opportunities for persons with developmental and intellectual disabilities, The Resource Center has grown into a comprehensive agency providing services to thousands of persons with all types and levels of disabilities.

 

The Resource Center is the largest non-governmental employer in Chautauqua County with more than 1,300 employees on its payroll.

 

The mission of The Resource Center is to support individuals with disabilities and other challenges in achieving maximum independence, contributing to their community, experiencing lifelong growth, and enjoying quality of life.

ADMINISTRATIVE ASSISTANT/RECEPTIONIST/ADMINISTRATIVE OFFICES

 

RESPONSIBLE TO:            Executive Assistant

 

FUNCTION:

 

Responsible for performing receptionist and administrative support duties for The Resource Center Administrative Offices in a professional and confidential manner.  Responsible for providing administrative support to the Executive Office and oversight of the Imaging/Mail Room, and Courier functions.

 

 

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

 

Extensive knowledge of The Resource Center and its various programs and services.  Ability to deal with the public in a professional, knowledgeable and friendly manner.  Must have excellent telephone skills, be personable and have a neat, professional appearance.  Working knowledge of office administration and secretarial practices; excellent organizational skills and knowledge of or ability to learn about the services provided by all departments throughout the agency; sound judgment and strong adherence to the principles of confidentiality; basic financial skills; working knowledge of information processing and filing systems; working knowledge of computerized word processing and data management.  Physical condition or reasonable accommodation(s) commensurate with the demands of the job.

 

 

 

MINIMUM QUALIFICATIONS:

 

High school diploma or GED preferred and a minimum of two (2) years of customer service experience. Associates degree or certificate in Secretarial Studies or equivalent education strongly preferred.

 

 

 

SPECIFIC DUTIES:

 

Performs all duties of Receptionist/Administrative Offices, including:

 

1. Manages and handles the switchboard, incoming, long distance and interoffice calls and taking and distributing messages in a timely manner.  Also includes handling TTD device efficiently.

 

2. Meets, screens, directs and logs visitors, consumers, and job applicants and escorts visitors to their destinations as required in The Resource Center’s secure-site administrative offices.

 

3. Responsible for agency mail processing duties, including but not limited to:

1. Separates and distributes all incoming mail for the Agency,
2. Sorts all consumer mail and distributes to appropriate service coordinator or appropriate Finance Department contact to process,
3. Facilitates and records Express mail, Federal Express or other specialized mailings and receives and arranges for pick-up of deliveries and packages.

 

4. Responsible for clerical and other support services, including but not limited to:
1. Performs typing and other clerical duties as needed or assigned by supervisor and/or other departments,
2. Maintains updated database of mailing and distribution lists for both manual and electronic message and information dissemination,
3. Performs imaging duties as needed,
4. Updates and distributes Agency phone listing,
5. Assists with preparation of and distribution of information as needed or assigned.

 

5.   Responsible for maintaining, coordinating, daily posting and approval of schedules for:

2. 1. All conference rooms at Dunham Ave., ensuring special requirements for utilization of the room are arranged with TRC Maintenance department.
   2. Assist staff at other sites with scheduling rooms.
   3. Train staff as needed on room scheduling.

 

 

2. 1. 6. Enter and receive requisitions in ARM.  Maintains office supplies for the Reception fax/image machine and keeps reception area neat and orderly at all times.

 

7.   Performs duties to assist the Finance Department, including but not limited to:

1. 1. Assists Payroll with sorting, alphabetizing and distribution of paychecks for Dunham Ave. and IRA staff,

b.   Cash Receipts, and sending copies to appropriate departments/employees,

c.   Check Reconciliation and Petty Cash,

d.   Maintains Excel Database of TRC Vehicle Logs.

 

8.   Responsible for staff notification, distribution and/or collection of money for administrative office and/or agency-wide events such as fundraisers, raffles or other special events. 

 

9.   Serves as contact person responsible for calling the company that maintains the fire alarm system when fire alarm sounds in the Administrative Office Building; informs if false alarm, fire drill or possible fire in the building.

 

10. Maintains a log at Administrative Office Reception with ongoing updates to agency-wide phone numbers, fax numbers, cell phone numbers as well as the Agency Couriers route and cell numbers.

 

11. Responsible for contacting Maintenance for the Administrative Offices as needed; follows through until necessary work is completed.

 

EXECUTIVE OFFICE/COPY ROOM SUPPORT:

 

1. Responsible for coordinating and overseeing the daily activities of Dunham Reception, Couriers and the Imaging/Mail Room.

 

2. Responsible for ensuring coverage for Dunham Reception and Imaging/Mail Room in conjunction with and/or in the absence of the Executive Assistant, including the use of substitute staff as needed.

 

3. Performs duties of Imaging/Mail Clerk as needed to ensure timely completion of projects.

 

4. Provides a variety of administrative tasks in support of Executive Office, including but not limited to:

 

1. Assembly of monthly Board of Director packets,
2. Creates packets for Board Committee and/or other ancillary meetings
3. Copies and distributes memos issued from the Executive Office,
4. Maintains the lists and labels for yearly rotation of Board/Committee/Board Advisory/Direct Staff filing system,
5. Creates and maintains files for Executive Office,
6. Breaks down and recycles old Board packets.

 

5. Maintains, tracks, documents and communicates staff time off, including EMT and support staff.

 

6. Ensures a clean, orderly and pleasant environment in the reception area and makes recommendations for improving customer service and operations.

 

OTHER:

 

1. Other duties as assigned.

 

 

 

Revision Date: 07/30/2020; 3.15.23

Executive Support

       THE RESOURCE CENTER

             Grade 9, Non-Exempt

PTO/CAT: 3

CFR: 605