Operational Support Staff

THRIVE; City of Watertown (NY); On-site; USD 35,000 - 48,000; Full time

Job summary

THRIVE is seeking an Administrative/Facilities Assistant to support day-to-day operations at the 482 Black River Parkway Administrative building. The role includes greeting visitors, screening calls, directing guests, processing mail, and assisting with office supply management.

Responsibilities also cover coordinating with vendors, escorting guests, and maintaining lobby/commercial space standards while ensuring confidentiality and HIPAA-related considerations.

Qualifications

• High School Diploma or equivalent required.
• Experience with administrative and clerical procedures preferred.
• CPR/First Aid training as required by state regulations.

Responsibilities

• Operate multi-line phone systems, screen and route calls, and take detailed messages.
• Greet clients, vendors, and guests and announce arrival to staff.
• Provide directions and escort guests to meeting rooms as needed.
• Coordinate with vendors for supplies and maintenance needs.
• Receive, sort, and distribute mail and packages; handle outgoing post.

Skills

Phone screening

Guest reception

Communication

Education

High School Diploma

CPR and First Aid certification

Job description

Description

Schedule

Full-Time: Monday-Friday 8am-4:30pm

SUMMARY

Assist in the day-to-day operations of the 482 Black River Parkway Administrative building, to include screening phone calls, assisting guests, directing employees through the building, sorting mail, recording checks received via mail, supporting staff in managing the building’s administrative tasks (i.e. purchasing of supplies, assisting vendors, escorting guests etc).

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Operate multi-line phone systems to answer, screen, and route incoming calls or take detailed messages.
• Greet clients, vendors, and guests warmly as they arrive, set a professional tone, and announce their arrival to staff.
• Provide directions, escort guests to meeting rooms, or inform staff when appointments are running behind.
• Place calls to various vendors for supply, shredding, and maintenance needs.
• Receive, sort, and distribute incoming mail, packages, and couriers, as well as handle outgoing post.
• Perform general clerical duties such as filing documents, photocopying, scanning, printing, and data entry.
• Keep the lobby and reception area tidy, restock stationery, and reorder office supplies
• Maintain building access and occupant information, including updating office name plaques, mailboxes, directories, and other facility identification as needed.
• Serve as a point of contact for building-related requests, coordinating with internal departments and external vendors to ensure timely completion of building needs.
• Perform other facility operations and administrative support duties as assigned to ensure the efficient operation of agency buildings.
• Maintain professional language and actions at all times with patients, visitors and staff.
• Be sensitive and responsible to public relations within the community.
• Attend staff meetings, in-service and conference/trainings as assigned.
• Special Projects as assigned.
• Maintain Standards that apply to Confidentiality and 42 CFR/HIPAA.
• Performs other duties as assigned or that may develop.

Management has the right to add or change the duties of this position at any time.

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Required: High School Diploma and at least 1 year of experience that is directly related to the duties and responsibilities specified; knowledge of administrative and clerical procedures and terminology.

CERTIFICATES, LICENSES, REGISTRATIONS

Required: Must maintain valid driver's license and acceptable driving record. Must obtain/maintain current certification and/or training in CPR and First Aid, and any other areas specified by state law and agency regulation.