Receptionist/Administrative Assistant

Family Services of Westchester (FSW) is looking for an Administrative Assistant for the Lanza Family Center for All Ages located in White Plains, NY.

Under the supervision of the Program Director, the Receptionist is to make the Lanza Family Center for All Ages and My Second Home at White Plains function smoothly, to process information appropriately and to create a favorable atmosphere for participants. Performs related duties as required.

Responsibilities:

  • Support the Program Director (and others, as needed) with various administrative tasks in order to maintain the program.
  • Answer telephone calls and direct them to the proper program/person and take clear messages.
  • Greet and provide assistance to visitors when entering.
  • Welcome elderly participants to the program by greeting them at the door and escorting them into the program.
  • Maintain ongoing communication with MSH caregivers and sharing necessary updates with necessary program staff.
  • Pay mindful attention to emergency systems including security cameras, fire panel and bathroom emergency pull cords.
  • Oversee postal components including ensuring sufficient funds in the postage meter, Fedex account, process agency mail both incoming and outgoing, etc.*
  • Opening/closing confidential case records, filing, correspondence, statistical reports, flyers and other tasks as assigned.
  • Data entry and work processing.
  • Order supplies, maintain equipment and facilitate other office repairs in conjunction with relevant staff.
  • Maintain schedule for all office staff and be aware of scheduling changes.
  • Maintain office systems and procedures and person program specific assignments.
  • Disseminate internal and external public relations & marketing materials and give tours of MSH WP as needed.
  • Attends regular in-services to increase skills set and knowledge of elderly populations served by MSH.

Qualifications/Skills:

  • Strong command of English language, written and oral.
  • Ability to use office equipment proficiently.
  • Experience with and comfort with the aging population and/or Alzheimer’s population a plus.
  • Working knowledge of computers and Office applications.
  • Good telephone skills to handle sensitive calls with maturity.
  • Attention to detail and accuracy in recording information.
  • Organizational ability including attention to detail, systems work flow, and timely task completion.
  • Ability to prioritize and be flexible.
  • Ability to take direction from several people.
  • Ability to relate well and be patient with a diverse population.

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