Receptionist/Secretary

St. Mary's Center for Women and Children - Boston, MA (30+ days ago)


POSITION SUMMARY: Receptionist/Secretary, St. Mary’s Center for Women and Children, reporting to the SVP of Operations and Compliance. The individual in this role will oversee the central reception area by answering phone calls, greeting visitors, distributing mail, and providing program support, as well as other administrative support as needed.

Nature and Scope: These duties are not meant to be all-inclusive and may be adjusted as necessary upon discussion.

JOB DUTIES

OFFICE DUTIES & ORGANIZATION

  • As the face of the organization, the individual in this role will be the first point of in person contact and provide and maintain clear and respectful communication with other staff, clients, families and community partners
  • Completes all typing, photocopying, collating, filing and general correspondence as requested in an accurate and timely manner
  • Sorts and distributes the agency mail and handle outgoing forwarded/return mail daily
  • Completes all data entry request in a timely manner
  • Ensures office equipment’s are maintained and in good working condition
  • Retrieves all program daily census for Reception Handbook via email
  • Maintains consistent professional, legal and ethical standards in accordance with Federal, State and Agency laws)
  • Knowledgeable and compliant with program specific policies, procedures, rules and regulations
  • Maintains safety, appearance and cleanliness of the facility in compliance with health, fire and safety regulations
  • Keeps the front desk in an organized manner
  • Develops and maintains positive relationships with all customers
  • Serves as a positive role model following the organization guidelines for professional appearance and behavior
  • Reviews security alerts
  • Other duties as assigned

RECEPTION

  • Greets all visitors and notify staff members of their arrival or direct them to the proper destination
  • Communicates any security concerns appropriately to the Director of Human Resources and SVP of Operations and Compliance
  • Answers telephone, retrieves voicemail and forward incoming calls or take accurate messages if appropriate party is not available
  • Provides referral information on phone inquiries regarding shelter
  • Sends outgoing faxes as requested
  • Accepts packages only for St. Mary’s and direct all other deliveries to tenant partner locations
  • Accurately schedule meetings and functions in calendar and process paperwork

PROFESSIONAL GROWTH AND DEVELOPMENT

  • Attends applicable workshops and utilizes supervisor’s participation and contribution towards professional growth
  • Participates in staff meetings and training opportunities
  • Engages in self-evaluation to establish goals for professional development

JOB REQUIREMENTS

High School Diploma and formal secretarial training or equivalent combination of experience and training that provides the required knowledge, skills and abilities; at least two years’ basic office management/secretarial experience. Ability to engage in collaborative relationship with multidisciplinary team; pleasant telephone demeanor; patient understanding and supportive to the needs of customers and colleagues; excellent oral and written communication, interpersonal and customer satisfaction skills; basic word processing and computer skills using Microsoft suite; ability to prioritize and manage multiple tasks; maintain a flexible schedule to meet programs needs and attend required meetings; ability to work well under pressure and meet competing deadlines; must be comfortable with receiving clear, direct feedback from supervisors and peers; appropriately interacts with people from diverse socio-economic, racial and cultural backgrounds; maintains and attitude of fairness, openness, respect, and supports diversity and inclusion at Caritas St. Mary’s; remains open to differing opinions and viewpoints and is willing to learn from them; respects and values the children, families and colleagues and St. Mary’s; possess a sense of humor; flexible and upbeat; and enjoys working with and motivating residents. A valid MA driver’s license is preferred. Must undergo a background check, in accordance with local law/regulations.

Job Type: Part-time

Salary: $14.50 to $15.50 /hour

Experience:

  • Receptionist/Secretary: 2 years

Education:

  • High school