Office Assistant at Boys and Girls Village INC

Milford, Connecticut, United States -

Full Time

Start Date

Immediate

Expiry Date

18 Mar, 26

Salary

0.0

Posted On

19 Dec, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Customer Service, Communication, Organization, Multitasking, Microsoft Office, Data Entry, Event Coordination, Mail Management, Payroll Assistance, Reception Duties, Supply Management, Report Generation, Training Coordination, General Office Tasks, Professional Demeanor

Industry

Individual and Family Services

Description

Description I. PURPOSE/FUNCTION OF PROGRAM: Boys & Girls Village offers an array of services for children and their families. The services range from highly structured sub-acute services on campus to intensive intervention and care in the home and community. The function of Human Resources is to support the agency staff and contribute to and maintain resources for the agency to run effectively and efficiently. II. PURPOSE/FUNCTION OF THE POSITION: The Human Resources/Office Assistant is an office/administrative support position. Work is performed at the front office desk. The receptionist is the person who is specifically employed by our Agency to handle all incoming calls and greet any visitors or clients courteously and graciously. Responsibilities often change daily with the needs of the specific individuals authorized to designate work to the receptionist, with the prior approval of the HR team. III. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: · Answer incoming calls and direct them to the proper individual or department. · Welcomes/greets visitors/clients to Boys & Girls Village and directs visitors to their destinations. · Answers visitor inquiries about Boys & Girls Village and its services. · Completes general administrative duties as needed for various departments with the approval of HR such as reserving training rooms. · Receives, sorts, and distributes incoming mail and organizes outgoing mail, which includes subpoenas from state marshals. · Assist Payroll with bi-weekly check pickups. Obtain signatures from employees and give sign off sheet back to payroll when complete. · Manage and order office supplies directly from vendors · Enter all survey data from Pre-Service monthly in the portal. · Will assist with completion of New Hire Packets · Keeps the general reception area neat and presentable to include the staff kitchens which are monitored for expiration dates on all food products. Put in any work order tickets needed. · Performs a variety of general office tasks, such as faxing, emailing, filing, mailings, copying, keeping all room calendars up to date in outlook etc. · Maintains all agency office equipment such as toner inventory, scheduling service calls and ensuring the completion of service and maintenance with BBI. · In the absence of the Life Safety Officer is responsible for attending to the main gate, as well as the inner gate, and paying attention to all radio channels in the event of a client attempting to leave campus. · Create a weekly power point presentation (Staff Happenings) highlighting employee birthdays and anniversaries. · Generate Anniversary and Birthday Reports monthly. Send Anniversary reports to Admin Assistant for gift cards. · Filter Monthly Birthday report and send to Kitchen Manager and Bridgeport Office Receptionist for cupcake distribution. · Distribute cupcakes monthly to the appropriate employees · Creates badges for new hires, replacements, contractors, school visitors, temporary staff and terminates badge access. Also manages access level changes for current employees. · Creates parking decals for all new hires. · Completes other tasks as assigned by HR Manager or other HR staff. · Utilizes training system (Relias) to assign new hires training plans, update training requirements, assign annual training, and run reports. · Coordinate the Annual Health & Wellness Fair · Plan and coordinate an event with a vendor every month, leading up to the Health & Wellness Fair in May · Perform monthly I9 and Beneficiaries reports for tracking · Collect employee’s exit equipment, tracking equipment via Asset Tiger · Complete additional projects and assignments as needed. IV. ESSENTIAL QUALIFICATIONS/SKILLS: · Previous office/administrative experience necessary. · Maintain a calm, courteous, and professional demeanor always. · Computer literacy in Microsoft Office, especially Outlook. · Good communication, organization skills, and the ability to multitask and prioritize are necessary. V. PREFERRED QUALIFICATIONS: · Proficiency in MS Excel and PowerPoint · Knowledge of Boys & Girls Village Programs VI. SUPERVISORY RESPONSIBILITIES: · N/A VII. PHYSICAL DEMANDS: · Able to lift/carry up to 20 lbs. · Ability to sit for extended periods at a standard desk. VIII. WORKING CONDITIONS AND ENVIRONMENT: · Standard office working conditions. · Heavy phone contact · Hours are 8:30 am to 5:00 pm, Monday- Friday, with some flexibility to come in at 8am if needed

Responsibilities

The Office Assistant is responsible for answering incoming calls, greeting visitors, and performing various administrative duties. Additional tasks include managing office supplies, assisting with payroll, and maintaining the reception area.