Purpose of the Position: Represents the League offices and serves as the primary provider of reception functions and services for the MLCHC corporate offices and affiliates greeting visitors, customers, members and staff. Supports central telephone call triaging, screening and providing information. Supports scheduling of all conference rooms and monitors status, distributes and processes mail, supports supply ordering, manages office equipment and supports general copying and office support activities.
General Description(s): Under the supervision of the Finance and Administration Director and in accordance with League policies and procedures, assist with various office support services. Responsible for reception function and area, greeting and checking in members, customers, and other guests, monitoring phones, supporting security check in, scheduling, set up, and set up of conference rooms and ordering of supplies.
Essential Duties:
1. Provide reception services during League’s regular offices hours from opening to close of the office daily for the League and office affiliated organizations. Maintain daily welcome board to the League offices.
2. Greets and assists guests, staff, and service personnel as they enter the office assuring compliance with building and office security policies.
3. Responsible for central telephone coverage, providing information, triaging and coordinating calls and messages and referring informational callers to the appropriate staff.
4. Maintain information on all internal and external events including content, location and sponsors to support provision of information to internal and external queries. Provide information to callers on community health centers and state agency help lines.
5. Maintain daily information on staff office presence and schedules tracking vacations and travel away from office for supporting call triaging and senior management needs.
6. Maintain emergency contact forms in the database and maintain access to current staff cell phones and email contacts.
7. Prepare pay period timesheet templates and distribute to all staff with reminders.
8. Receive and distribute daily mail to all staff internal mailboxes. Receive outgoing mail, shipping products (FedEx and UPS) and process with postage and shipping services daily. Maintain postage machines and acceptable balance of postage.
9. Monitor and support scheduling of all internal conference rooms. Review for conflicts and assist with adjustments to scheduling to meet needs. Support set up of conference rooms and any reconfigurations needed. Monitor use and set up of all conference rooms, kitchens and public shared areas for presentation, orderliness, information and supplies.
10. Monitor all office equipment, receive reports on problems, maintain service list and contact service as needed. Support toner needs for copiers and printers.
11. Provide general support to staff for copying, preparation of meeting and training materials, distributing written, email and call communications. Perform administrative support duties such as document processing, mailing, typing, faxing and photocopying. Provide administrative support to professional staff as requested and assigned. Communicate with Executive Assistant to President and CEO and support Board meeting needs, planning, preparation, logistics and information.
12. Provide for ordering of office, kitchen including coffee and vending machine, shipping service supplies, postage and equipment supplies including toner and monitor inventory. Reconcile inventory received to packing slips for office supplies. Reconcile monthly billing to orders submitted. Manage supply inventory system.
13. Support daily bank deposits and use of Fed Ex and UPS and processing of outgoing mail.
14. Maintain internal phone list and post in appropriate public areas such as conference rooms and break rooms.
15. Bring newspapers up to reception area daily from lobby and maintain appearance of reception area upon reporting for work daily.
16. Maintain and monitor signage in employee and public areas including internet access information and emergency procedures and contact guidance.
17. Other responsibilities, as assigned by management.
Non-Essential Duties:
1. Prepare and maintain filing systems in reception area and for Administration and Finance.
2. Assist staff with forms and general information.
Qualifications:
Knowledge/Degree/License Requirements:
High school diploma or GED plus related trainings helpful.
Experience Requirements:
One to three years of experience in an office environment
Skills Requirements:
Positive, welcoming, efficient and courteous telephone manner.
Positive and responsive interpersonal skills and service orientation
Good computer skills (e.g. Word, Excel, PowerPoint)
Good typing skills
Familiarity with automated office equipment
Prompt arrival and regular dependable work attendance.
Able to meet timelines.
Physical Requirements:
Manual dexterity required for typing, filing, etc.
Vision requirements, as appropriate for working on computer and with typed and handwritten material
Appropriate dress for professional environment
Mental Requirements:
Ability to respond appropriately and professionally to staff and the public, in person and on the phone
Good communicator and collaborator, good anticipation, preparation and follow up.
Ability to work well in a busy environment and handle stress in a professional and positive manner
Ability to understand and follow complex instructions and ask for assistance when needed.
Respect confidentiality of electronic, written and verbal communication, documents and files.
Working/Environmental Conditions:
Climate controlled office
Moderately noisy work environment
Machines, Equipment, Tools Used:
Telephone, audio and video equipment
Conference and webinar equipment
Computer with software
Fax machine
Copy machine
Dictaphone
How to apply
Send resume to hr@massleague.org