MLK Administrative Assistant

Federal Work Study (Springfield MA)

Post: Jul 17 2019

Type: FWS

Description

May not work when class is scheduled even if class is canceled (no exceptions)

Must be eligible for Federal Work Study

DEPARTMENT

Volunteer Services

SUPERVISOR

Alicia McKenzie & Ashia Alexander

Location

Martin Luther King Jr Family Center

Position Description

The Receptionist holds the primary responsibility for providing excellent services to clients by determining the nature of inquiries and directing callers to staff or providing information they need. The Receptionist interacts with clients, staff, vendors and funding sources in a professional, courteous and compassionate manner. The Receptionist oversees general boardroom and reception area appearance. This position also serves as the Administrative Assistant, providing support to ensure general office operations are efficient and effective; the position supports the needs of the organization by performing a variety of clerical support duties. Part of the administrative duties is to ensure that Human resources files are kept up to date, and that human resources material is provided to employees on request. While all aspects of the position require confidentiality, responsibility for human resources material and information requires attention to detail and a very high degree of confidentiality.

Purpose of Position

To provide administrative support to the organization in keeping with the MLK Center's mission "...to nurture and develop the skills, opportunities and spirit of families in Greater Springfield and the surrounding communities." and its commitment to the vision of the late Reverend Dr. Martin Luther King, Jr. of the “beloved” community. As a multi-cultural and multi-service agency dedicated to being “Keepers of the Dream”, to nurture and empower the aspirations individuals, families and youth to achieve new realities of peace, social and economic justice, self-determination, self-actualization and self-sufficiency.

Duties & Responsibilities

  • Answer phones and direct calls to appropriate staff; provide accurate information as requested; refer calls to Program Directors, as appropriate;
  • Greet and direct walk-in guests;
  • Maintain reception area appearance, including overall cleanliness, keeping materials and literature up to date;
  • Act as a referral source to the community, researching as needed to keep informed of changes in services provided locally;
  • Sort and distribute daily mail, post and send outgoing mail; prepare special mailings (e.g., bulk mailings) as required;
  • Monitor incoming and outgoing fax correspondence; distribute to staff;
  • Act as system administrator for phone system; record, change, or update messages as needed;
  • Monitor postage, fax, copier and other office machines and equipment to ensure proper functioning; coordinate maintenance when appropriate;
  • Inventory, track and place orders for office supplies;
  • Provide clerical support (typing, mailing, filing, data entry, etc.) agency-wide;
  • Participate in agency functions, including staff meetings and other events;
  • Responsible for the intake and database entry of client demographic information;
  • Provide employment applications to those inquiring about employment;
  • Collect all necessary documents for new employees;
  • Accurately file all employee documents in their personnel files;
  • File other employee documents (CORIs, physical results, etc.) in appropriate files;
  • Provide information/support for employee benefits;
  • Undertake other projects as assigned.

Qualifications:

  • High School Diploma
  • Eligibility for Federal Work Study
  • Professional Comportment and Bearing (student will be representing a professional organization and the college)
  • Strong interpersonal and communication (oral and written) skills and ability to represent the company.
  • Exceptional organizational skill and provide great attention to detail; Must be sensitive to and able to maintain a very high degree of confidentiality.


Employer's online application: https://aic.campuslabs.com/engage/submitter/form/start/189985


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