Job Information

Organization: Child Care Council, Inc.

Posting Start: 07/23/2021

Location: Rochester

Job Title: Administrative Assistant/Receptionist

Posting End: 08/24/2021


A Brief Job Description:

POSITION:  Administrative Assistant – Reception

LOCATION: Main Office, Rochester, NY

REPORTS TO:  Administration and Business Services Director

 

POSITION REQUIREMENTS

  • High school diploma or general education degree (GED) required with 5 years of experience in an office environment or equivalent; or an Associate Degree in Human Services/management with 3 years of experience; or an Associate Degree in Business Administration with 2 year of experience.
  • Requires, a commitment to respect and support inclusiveness and diversity including but not limited to individuals of different backgrounds, cultures, races, ages, sexual orientations, gender identities or expressions, experiences, opinions, etc.
  • Proficiency in MS Office, with exceptional knowledge of Excel, Word, and PowerPoint.
  • Clean driving record and daily access to a reliable registered and insured vehicle.
  • Bilingual preferred: Fluent in Spanish (reading and writing)

 

SALARY RANGE – $20,000 to $30,000

 

JOB PURPOSE

  • Child Care Council, Inc. is one of the CCR&R agencies in New York and is seeking to hire an Administrative Assistant at its main office in Rochester. Under the supervision of the Director of Administration & Business Services the Administrative Assistant will function as a member of Council’s team in providing the highest quality of service to our clients, guests, and visitors. The Administrative Assistant is responsible for operating and coordinating the day-to-day administrative duties of the reception area at the main office.

 

KEY RESPONSIBILITIES

Reception Area

  • Meets agency core values.
  • Welcomes clients, guests, or visitors by directing them to the personnel, conference room or meeting room they are visiting.
  • Answers and forwards phone calls and voice messages to appropriate recipients by performing outstanding customer service.
  • Makes phone calls on behalf of office personnel.
  • Receives, sends, replies, or forwards office emails.
  • Enters and maintains information up to date of documents received from clients.
  • Maintains the reception area and all common areas in a clean and tidy manner at all times.
  • Operates standard office equipment on a regular basis, including a fax machine, a copy machine, and a computer.
  • Receives and distributes incoming mail and other correspondence.
  • Keeps detailed and accurate records of guests or visitors.
  • Assumes other duties as needed or required to support the Council in its efforts to be the premier resource for child care related services.

 

Administrative Assistant

  • Assists accounting actions with data entry, inventory processing, and other assigned tasks.
  • Supports coordinator by ensuring classes are entered accurately in TTAM.
  • Maintains security by following procedures, policies, monitoring logbooks, and issuing visitor badges.
  • Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
  • Liaise with the Director to handle requests and queries from other offices or departments.
  • Composes, prepares, and proofreads correspondence, office memos, and other documents.
  • Protects customer’s contact information or other relevant information such but not limited to debit/credit cards information, and others.
  • Receives and records all check payments for submission to the Finance Department.
  • Takes and prepares the meeting minutes for the Executive Team as needed.
  • Maintains office supplies and places orders when inventory is low.
  • Keeps detailed and accurate records of guests or visitors.
  • Maintains files in an organized and accessible manner to include updating information, purging files on a regular basis, and creating new filing systems as needed.
  • Meets deadlines in a timely and efficient manner.
  • Demonstrates commitment and support by completing tasks assigned.
  • Supports all Council departments on events, projects, assignments, and others.
  • Manages staff requests or reports for maintenance in the building (plumbing, light bulbs, door locks, etc.) and general communication related to office water cooler maintenance and deliveries.
  • Provides backup coverage at the Print Shop area and administration services.
  • Attends and actively participates in department and agency staff meetings, conferences and visibility events.
  • Assumes other duties as needed or required to support the Council in its efforts to be the premier resource for child care related services.

SKILLS

  • The ability to work in a fast-paced office environment.
  • Punctual with a strong attendance history.
  • Skills in telephone etiquette are required.
  • Strong communication skills.
  • Excellent interpersonal skills.
  • Comfortable multi-tasking and prioritizing tasks without guidance.
  • Knowledge of projects and task management tools.

 

PHYSICAL DEMAND

  • The ability to sit for long periods.
  • The ability to communicate orally and in writing, and to handle all telephone calls for the agency.
  • Occasionally the employee must bend and lift or move up to 40 pounds using safe practices.

 

SCHEDULE

  • Available to work from Monday through Friday from 9:00 am to 5:00 pm and occasionally evenings from 5:00 to 6:45 pm.
    • Occasionally some weekends.

BENEFITS

Included but not limited to:

  • 90% individual coverage health care
  • 100% Dental coverage for the employee
  • Life insurance
  • Long- and short-term disability insurance
  • 403b Retirement Plan
  • Earned Time Off
  • *12 paid holidays

Child Care Council, Inc. is an equal opportunity employer.


Contact Information:

Hector Santiago – Administration & Business Services Director

Email: h.santiago@childcarecouncil.com

Fax (585) 654 – 4721