Receptionist Administrative Assistant

TITLE:                                   Receptionist

DEPARTMENT:                    Clerical

SUPERVISOR:                     Executive Director

SUPERVISION GIVEN:        N/A

 POSITION DEFINITION: The Receptionist is responsible for answering phones, greeting clients, collecting rents from residents, processing and distributing mail, work order system, CHAMP system, and other clerical work to support the administrative and maintenance staff. Ensures management staff are completely informed of all appropriate housing and occupancy matters. Contributes towards the achievement of the Authority's goal to provide safe, decent, and affordable housing.

ESSENTIAL DUTIES:

• Initiate and maintain effective interpersonal relations with consumers, peers, staff and the general public exhibiting courtesy, enthusiasm, flexibility and a spirit of cooperation
• Professionally administer all calls- answer, screen, and forward phone calls in a timely manner
• Greet clients in a professional, friendly, hospitable manner and connect them with the appropriate staff member
• Ensure reception area is welcoming, tidy and presentable, with all necessary stationery and materials (pens, forms, brochures etc.)
• Receives CHAMP applications and enters information into the CHAMP system
• Assists the staff with CHAMP mailings, forms, filing, etc.

§  Provides a wide variety of secretarial responsibilities to the Executive Director and staff.

§  Maintains a file system, some which are deemed to be of confidential nature.

§  Supports the administrative staff by filing, mailing recertification documents, and other duties approved by the Executive Director.

§  Provide basic and accurate information in person and via phone/email

• Perform clerical duties such as filing, photocopying, scanning, and faxing

• Create and inform maintenance staff of all work orders

Qualification Requirements:

• A High School Diploma or GED and a minimum of two (2) years of office/administrative experience is a must.
• Proficiency in Microsoft Office and computer skills
• Have good organizational and typing skills
• Must be able to multitask in a busy work environment
• Excellent communication and interpersonal skills
• The ability to work independently and as part of a team in a fast-paced environment
• Demonstrated ability to maintain strict confidentiality in all matters.

This is not a complete listing of all responsibilities, duties, and/or skills required.  Other duties may be assigned by the Executive Director.

 CERTIFICATE/LICENSE: Massachusetts Motor Vehicle Operator's License.

PHYSICAL DEMANDS:

SEDENTARY (requires lifting 10 lbs., carrying small objects)                                 X    

LIGHT (requires lifting 20 lbs., with frequent carrying of up to 20 lbs.)                          

MEDIUM (requires lifting 50 lbs., with frequent carrying of up to 25 lbs.)                      

HEAVY (requires lifting 100 lbs., with frequent carrying of up to 50 lbs.)                      

VERY HEAVY (requires lifting over 100 lbs., such as moving furniture)                       

CODES: C = Continuously, F = Frequently, O = Occasionally, and R = Rarely

A. Standing                      F                 H. Reaching                     O                  O. Bending          O     

B. Sitting                          C                 I. Handling                        F                  P. Twisting           O     

C. Walking                       F                 J. Fine Dexterity               F                   Q. Climbing         R     

D. Lifting                         R                  K. Kneeling                      O                   R. Balancing       R     

E. Carrying                     R                  L. Crouching                    O                   S. Vision              C     

F. Pushing/Pulling            R                M. Talking                         F                   T. Other                      

G. Hearing                       C                N. Crawling                       R                 

"The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified."