Front Desk Administrative Assistant - Mental Health Association - Western MA

The Mental Health Association, Inc. is looking for a Front Desk Administrative assistant to provide general office support with a variety of clerical activities and related tasks.  Greets and assists visitors, either in person or on the telephone and answers or refers inquiries to appropriate person.  Responsible for mail distribution, flow of correspondence, requisition of office supplies as well as other additional clerical duties.

Essential Position Functions

1.       Answers phones and greets visitors promptly, routes call and directs visitors to ensure parties reach the appropriate staff member/back up person.  Provides routine information from own knowledge; maintains courteous and helpful manner.  Visitors and callers include persons served, their family members, employees, outside vendors or providers, etc. Maintains confidentiality of persons served and employees according to MHA guidelines and HIPAA policies.

2.       Opens and closes office according to MHA guidelines.  Ensures lobby doors are locked and remotely unlocks to permit people through as needed.  Checks main number voice mails and routes to appropriate staff member daily.

3.       Handles all critical, urgent or sensitive matters in a calm and diplomatic manner.  Seeks guidance or assistance when necessary (unusual situations).

4.       Prepares letters, memos, reports and other materials to produce finish product ready for distribution within set deadlines.  Final copy is free of obvious errors and in the requested format.  Minor corrections to grammar/punctuation/spelling on draft materials are made and questions directed to the requestor.

5.       Assists employees with the use of the fax & copy machine (mailroom) and distribute incoming faxes in a timely manner.

6.       Opens all incoming checks and processes immediately with no errors. 

7.       Receives daily mail, opens, dates stamp and distributes with minimal errors. Maintains confidentiality of information.

8.       Receives, verifies and distributes checks from Fiscal according to notes and guidelines.  Signs off on log of checks received and distributed and returns to Fiscal.

9.       Assists with mailings, copying, scanning, etc. as requested.

10.   Maintains standard office supplies, stocks supply drawers in mail room as needed and places special orders as requested.

11.   Maintains database of employee vehicle registration.

12.   Prepares Fiscal Classification Folders annually.

13.   Maintains log of the company’s COSTCO and BJ’s club cards and ensures availability to staff.

14.   Maintains a safe and tidy work environment to include the lobby area; reporting all maintenance and safety concerns according to MHA policies and procedures.

15.   Receives and properly stores for disposal sharps containers.

16.   Performs various other clerical duties as instructed or directed by supervisor.  Such tasks may include assisting with clerical responsibilities from any department or division.

Requirements

·         Duties require clear and effective communication skills with an emphasis on calm and respectful interaction with all visitors.

·         Demonstrated ability to be flexible, helpful and cooperative

·         Attention to detail and follow through.

·         Experience with MS Word and Excel required.

·         Ability to search or learn to search database information.

·         Capable of working independently from written or verbal instruction.

·         Ability to multi-task.

·         Knowledge of a variety of office procedures; organized; knowledge of or ability to learn office equipment (fax, copy, postage machines).

Experience/Education

·         High school diploma, GED or equivalent experience a must.

·         Minimum of one year office experience performing receptionist duties with high volume of calls using mail to line telephone system

·         Bi-lingual (English-Spanish) a plus.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability