Receptionist, Administrative​/Clerical

Position Summary:

Candidate will be responsible for providing front desk/reception support for all department or unit. To greet, direct, screen, receive and check in visitors. Triages messages to appropriate staff members. Respond to routine and non-routine inquiries and assist with basic administrative support to facilitate the workflow as needed. Please note that office coverage includes all Saturdays and evenings as needed.

• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately. Check-in and screen all staff, clients and vendors.
• Perform other clerical duties such as filing, photocopying, transcribing and faxing.
• Answering screening and forwarding incoming phone calls.
• Manage the scheduling app for office conferences and meetings.
• Receive and sort mail and deliveries.
• Travel to post office/Fed Ex or UPS center.
• Maintain and update internal spreadsheets on Excel and SharePoint for inventory.
• Maintain office filing/client records by alphabetical/numerical subject as needed.
• Retrieve material from files upon request, track all record movement of file material.
• Prepare and send records for archiving. Request archived records from warehouse as needed.
• Vehicle maintenance- provide support for simple up keeping of vehicles such as oil change, car wash and travel to services vehicles.
• Prepare work orders weekly on Chrome River.
• Travel to other agency sites for support with inventory and restock
• Assists in other departmental and organizational projects as needed and as assigned.

• High School Diploma Required
• Proficient computer skills (particularly Outlook, Excel, Word and PowerPoint).
• Professional communication and excellent organizational skills.
• Operation and maintenance of all office equipment including all computer systems
• Ability to multitask and adapts quickly to new tasks.
• Bilingual in Spanish is a plus.

• Repetitive movement of hands and fingers (typing and/or writing)
• Ability to stand or walk long distances
• Able to lift or carry 5-15 lbs.
• Visual acuity to view documents on a computer screen for long periods of time
• Typical office environment
• Work in extreme heat or cold conditions
• Ability to travel to multiple work sites in NYC boroughs