Operational Support Staff

Main Street Direct; City of Watertown (NY); On-site; USD 38,000 - 44,000; Full time

Job summary

Main Street Direct LLC is seeking an Administrative Assistant to support the 482 Black River Parkway Administrative building. You will screen phone calls, greet clients, direct staff, sort mail, and assist with purchasing of supplies and vendor coordination.

Responsibilities include managing visitors, maintaining lobby and directories, data entry, and ensuring confidentiality per 42 CFR/HIPAA standards. Requires a high school diploma and at least 1 year of related experience.

Qualifications

• High school diploma required with at least 1 year of related experience.
• Experience with administrative and clerical procedures.
• Ability to handle confidential information appropriately.

Responsibilities

• Operate multi-line phones to screen and route calls and take messages.
• Greet clients, vendors, and guests and announce arrivals to staff.
• Provide directions and escorts for guests within the building.
• Receive, sort, and distribute mail and handle outgoing post.
• Perform data entry, filing, photocopying, scanning and printing.
• Maintain lobby area, restock supplies, and update directories as needed.
• Coordinate with vendors for supplies, shredding and maintenance.
• Assist with purchasing of supplies and vendor liaison.
• Maintain confidentiality and HIPAA standards in all interactions.

Skills

Phone screening

Customer service

Visitor management

Data entry

Office coordination

Education

High School Diploma

Tools

MS Office

Job description

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).

• 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.

Schedule

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

Description

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

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.