This is a support staff position providing secretarial services to the staff of Haven House and reception services for clients and visitors. This employee is strategically located on the first floor by the main door.
Serve as the principle back up support person for the residential and non-residential staff of Haven House which could include, making/confirming appointments, maintaining Counselor Outlook Calendars, opening/closing cases, processing client payments, maintain client fee data base, replenishing tokens or cash from the safe and PNA-if required, etc.;
Provide reception services at the front desk;
Answer all incoming calls to the facility and handle in the appropriate manner;
Process ALICE logs and other reports as required (ie, Income Report, DV Advocate client report, etc.);
As needed, deliver and/or pick-up inter-agency mail to Child and Family Services main office or to the Post Office;
Accept any work overflow from the Administrative Assistant;
Ensure that office supplies are in stock in the CAP suite and reception area and maintain the tidiness of each;
Perform other related work as required;
Actively participate in the computer automation of the agency/office.
Models and practices sensitivity, fair treatment and acceptance of diversity in all interpersonal interactions
Participates and contributes to program Quality Improvement process.
Must maintain and submit all of the required documents and comply with all aspects of the Vehicle Safety and Usage Policy.
Promote the department, as needed.
Possess strong computer literacy skills.
Must be able to work autonomously without close supervision;
Must be able to manage multiple tasks and job duties simultaneously;
Must possess a pleasant telephone demeanor.
Possess a high school diploma;
Possess a valid NYS Driver's License;
Abide by a smoke-free work environment;
Be able to access a multi-level building;
Type a minimum of 45 words per minute;
Adhere to the agency policy on confidentiality;
Prior office experience, preferably in the Human Service field
Liberal Arts Degree in Business or Secretarial Science
Bi-lingual skills (Spanish/English)
Essential Physical Requirements:
Must be able to remain stationary (at the work station) for the majority (95%) of his/her work shift.
Constantly operate a phone system, computer and other office machinery, such as a fax machine, copy machine, calculator, postage machine, etc.
Frequently communicate accurate information with coworkers, clients and children who will use the agencies services.
Occasionally move office materials weighing up to 20 pounds across the office.
Must be able to access multi-level buildings.
Essential Mental Requirements:
Must be able to understand the written and spoken word and respond effectively during the majority of time spent on the job;
Must be able to learn and comprehend basic instructions and orientation to job;
Must be able to multi-task on a frequent basis;
Frequently participate and coordinate with others regarding work situations and decisions;
Frequently interact appropriately and diplomatically with varied stakeholders such as volunteers, staff members, visitors, referral sources, etc.
Telephone, computer, typewriter, calculator, printer, copier, fax, shredder, security & fire alarm systems
Multi-level building, some travel as requested.
15 hours per week, 5:00 p.m. to 8:00 p.m., Monday through Friday. In addition, coverage on holidays may be required.
To apply for this position, please complete the online application .