Administrative Support Specialist - Community Reintegration Services

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Job description

Job Responsibilities:

Position Summary : The Administrative Support Specialist will be the point person for the North Avenue Campus, responsible for greeting and assisting visitors, answering, and directing phone calls, managing conference room scheduling, and performing various administrative tasks to ensure smooth building operations.

• Greet and welcome visitors in a courteous and professional manner.
• Answer incoming phone calls, take messages, and transfer calls to appropriate staff members.
• Maintain agency phone directory.
• Maintain temporary signage for conference rooms and events throughout the North Avenue campus.
• Coordinate booking and distribution of zoo passes, vehicles, and agency activity materials (event tickets, staff gifts, etc.) for North Avenue campus agency staff.
• Maintain a clean and organized reception area.
• Receive and distribute mail and packages.
• Monitor and manage office supplies inventory.
• Provide general administrative support to staff as needed.
• Act as liaison to agency Facilities, IT, and Development and Communications staff for North Avenue campus agency building occupants.
• Act as liaison for North Avenue campus tenants.
• Schedule and coordinate the use of conference rooms for meetings and events.
  • Maintain an organized system for booking and confirming room reservations.
  • Assist with setting up and preparing conference rooms for meetings.
  • Oversee maintenance and cleanliness of conference rooms and coordinate appropriate resources for resolution of issues.
• Assist Workforce Services with resource events:
  • Schedule employment services partners.
  • Coordinate conference room space for employment service partners holding events, workshops, and trainings at the North Avenue Campus.
  • Event set-up and post-event needs (surveys, housekeeping, etc.)

Other Duties and Responsibilities:

• Perform all other duties related to this position as directed.

Job Qualifications:

Knowledge, Skills and Abilities:

• Written and verbal communication skills are mandatory.
• Ability to communicate effectively and in a positive manner with staff and participants.
• Ability to respond appropriately in a crisis.
• Sensitivity toward cultural, ethnic, and disability issues.
• Ability to learn evidence based best practices, apply skills learned and model behaviors.

Minimal Qualifications:

• Minimum of a high school diploma or equivalent is required
• Prior experience in reception or office administration preferred.
• Proficiency in scheduling software and Microsoft Office Suite is required, along with strong organizational skills and attention to detail.
• Excellent communication and customer service skills are essential, as well as the ability to multitask and prioritize tasks effectively.
• A professional appearance and demeanor are also important qualities for this role.
• Must complete caregiver and background check and have valid driver's license, automobile, and insurance sufficient to meet agency requirements.

Other Job Information (if applicable):

Work Relationship-and Scope: Reports directly to Administrator of Community Reintegration Services. Interacts with participants, staff, vendors, visitors, building tenants, community partners, employers, and the public.

Personal Attributes: Follow agency Code of Conduct. Adhere to established policies and procedures of the agency and of all funding sources. Conduct self in an ethical manner. Maintain professional and respectful relationships with program staff, other WCS staff, clients and all external persons and agencies involved with service provision. Have sensitivity toward cultural, ethnic, and disability issues. Demonstrate commitment to agency values and mission.

Working Conditions: Work is performed within an office setting that is in operation between the hours of 7:00a - 9:00pm daily, depending on scheduled programming; five to seven days a week.

Physical Demands: Must be able climb two to three flights of stairs and be mobile throughout the facility. Must be able to sit for extended periods of time and walk perimeter of the building. Some lifting is required with inventory packages.

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