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Per Diem Receptionist/Administrative Assistant

POSITION SUMMARY: 

Under general supervision, maintains control of the reception area at The Arc Rockland’s headquarters, operates the central telephone switchboard, greets and directs visitors, sorts and disburses mail, assists applicants with pre-employment processes, accepts and relays messages, and provides administrative support to the Human Resources and Staff Development and Training department and to other departments on a time available basis.

POSITION QUALIFICATIONS:

Minimum Education: High School Diploma or equivalent required; some post-secondary education preferred.

Minimum Experience: At least one year of experience in a high visibility reception/administrative position required. Excellent Word, Excel and general data entry skills are essential. Experience working in a health or human services organization a plus.

 ESSENTIAL FUNCTION:

Agency

  • Greets visitors, ascertains their needs and directs them accordingly. Buzzes visitors in, assists them in signing in and out and provides them with visitor badges.           
  • Ensures building security, reviewing camera feed and utilizing intercom to communicate with people seeking entry to confirm legitimate business reason to enter before admitting them.        
  • Operates Agency’s telephone switchboard and relays incoming, outgoing and interoffice calls, pages and voice mail.       
  • Receives, sorts and distributes Agency mail. Oversees staff mailboxes and updates staff names as needed. 
  • Maintains Agency telephone directory. 
  • Maintains calendar of scheduled meetings, interviews and other daily headquarters events. Notes expected visitors, vendors, and meeting guests in appointment book. Notifies staff & management upon arrival of visitors/guests.  
  • Takes ID photos, enters ID info and prints new and replacement ID badges for all staff, agency and foundation board members and others requiring badges. Keeps track of ID receipt forms and maintains spreadsheet.  Ensures all ID badges are activated. Enters new badge numbers into Kronos.           
  • Oversees all incoming packages and deliveries to front vestibule and ensures staff receive all packages by contacting Maintenance to deliver to staff.          
  • Creates and prints building signage for front vestibule and/or other building entrances.        
  • Oversees all conference room bookings by maintaining conference room calendars and adding all appointments, trainings, and meetings for all staff.    
  • Assists with various Agency-wide initiatives. Distributes gifts, prizes and other materials, documenting all pick-ups.  
  • Contacts Housekeeping when needed for staff and Clinic; ensures restrooms are adequately stocked.         
  • Contacts Maintenance/Facilities when needed for alarm system triggers.             
  • Performs mandated functions during headquarters fire drills.     
  • Makes 911 calls and/or accesses Panic Button as required during emergencies.  Notifies appropriate personnel of emergencies, 911 calls, ambulance or police visits.
  • Greets individuals the Agency supports who visit the reception area.    
  • Watches for elopements and unauthorized entries into the building and notifies proper authorities of such occurrences.       
  • Ensures that lobby area is neat and tidy. Maintains a congenial atmosphere at reception area.  
  • Ensures that, in his/her absence, proper coverage of reception area and switchboard is maintained as required. Arranges scheduling with switchboard relief group when necessary. 
  • Assists with employee and visitor heath screening during pandemic.         

Recruiting & Onboarding    

  • Ensures that reception office is adequately stocked with employment and volunteer applications, inserts and pre-employment paperwork.            
  • Distributes employment and volunteer applications and pre-employment materials and works with candidates to ensure that applications and related forms are fully and properly filled out and signed.
  • Proctors employment applicants taking Reading Comprehension & Math Assessment and conditional hires responding to Sexual Harassment Scenarios questions.           
  • Sets up applicants for direct support positions who lack relevant experience to view the realistic job preview video.          
  • Schedules pre-employment physical examinations and skills assessments for applicants and communicates with applicants, Senior Recruiter and vendors to ensure that applicants attend scheduled appointments. Submits all paperwork and authorization forms for pre-employment appointments and keeps track of all applicant appointments by spreadsheet.             
  • Submits pre-employment background check requests to various outside vendors and entities.     
  • Works closely with Senior Recruiter to assure quality and timeliness of all pre-employment processes.           
  • Ensures all orientation supplies are in stock and readily available for each orientation week.         
  • Manufactures and distributes welcome packets and HR orientation packets for new hires. Ensures that new hires sign all included acknowledgements and provides signed acknowledgements to HR Generalist.        
  • Manufactures acknowledgement forms required for various parts of new hire orientation and provides them to subject matter experts.             
  • Oversees the sign-in and sign-out of all new orientees throughout every day of orientation week; submits final sign-in forms to be used for entry into timekeeping system.
  • Logs all received applications and resumes that do not result in a hire into Applicant Tracking Spreadsheet.           

Benefits Administration      

  • Assists Benefits Manager with completion of Life Conversion and Workers Compensation forms, letters, and mailings.      
  • Assists Benefits Manager by making all staff flu shot appointments and creating schedules for flu shot days.             

Other Human Resources/Staff Development and Training   

  • Maintains various HR databases and spreadsheets, including the Justice Center fingerprint database, employee automobile database, conflict of interest spreadsheet, etc.  
  • Schedules appointments and maintains spreadsheets (ongoing) for employees who consent to administration of Hepatitis B vaccine, require annual CDL/DOT physicals or have other needs for doctor’s appointments. 
  • Processes purchase requisitions for Human Resources and Staff Development and Training utilizing SpendMap system.  
  • Types end of employment letters and prepares end of employment packets.             
  • Assists with certified mailing and ensures proper postage of employee letters, mailings.        

             

The Arc Rockland is an Equal Opportunity Employer.

The Arc Rockland has partnered with the Empire State Purchasing Group. Vendors may submit bids electronically. Please visit https://www.bidnetdirect.com/new-york/arc-of-rockland for RFP and bidding opportunities.

Thank You to The Arc Rockland’s 2021 Corporate Sponsors:

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