Reception Secretary

Description:

TITLE:                      Reception Secretary

 

DEPARTMENT:      Administration          

 

REPORTS TO:         Executive Assistant     

 

STATUS:                  Non-Exempt

 

AT-WILL EMPLOYMENT: Employment at Kuhn Employment Opportunities is at will. This means that the employment relationship is terminable, with or without cause or notice, by either party for any reason or for no reason.  No one associated with Kuhn Employment Opportunities has the authority to make any promises contrary to this at-will definition.

 

SUMMARY:

Responsible for answering incoming phone calls, greeting visitors to Kuhn, typing correspondence, and reports.  Provides administrative support to the Programs Division and others as needed.  Proficient use of office machinery i.e., copier, computer equipment, fax machine, postage machine.

 

SUPERVISORY   RESPONSIBILITIES: None

 

ESSENTIAL DUTIES/FUNCTIONS:

 

This position requires such typical work operations and responsibilities as, but not limited to:

 

  1. Answer phone calls and take messages for staff and deliver messages to appropriate staff via their voice mail or mail slot.
  2. Receive visitors and direct them to appropriate area. 
  3. Post all daily mail using the postage machine.  Maintain postage machine. 
  4. Distribute mail for all staff.
  5. Maintain staff mailboxes, including adding and deleting staff as directed.
  6. Send outgoing faxes and distribute incoming faxes.
  7. Fill Inventory Stock Requisitions for staff, inventory stock room, order supplies & replenish stockroom
  8. Provide clerical/ administrative support in all aspects of the Program Division. (Refer addendum attached for clarification).
  9. Maintain up to date information for client benefits (including monthly report), coversheets and referrals.
  10. Distribute selected staff and client paychecks on a bi-weekly basis.
  11. Maintain all front office machinery.  Ordering supplies for office machines and call for service on machines when needed
  12. Maintain the supply of forms in mailroom.
  13. Update Client/Job Coach transportation list.
  14. Maintain Reception Secretary Training manual.

 

 

 

OTHER DUTIES

 

v  Conference room reservations.

v  Performs additional duties at the request of the Supervisor.

v  Attend various agency meetings as requested.

v  Responsible for performing work duties in a safe manner, adhering to all established safety procedures and providing input into enhancing overall company safety.

v  Attends job relevant seminars/conferences.

v  CPR certification/First Aid Training.

 

REQUIREMENTS:

 

v  High School graduate with a minimum of two years Secretarial related work experience. 

v  Experience with computer applications. 

v  Valid Connecticut driver’s license.

v  Available means of transportation.

v  Automobile insurance in force per Kuhn’s specifications when using personal vehicle for work related purposes.

v  Working knowledge of Microsoft Office Suite.

 

PHYSICAL REQUIREMENTS:

 

v  Physical manual/finger dexterity in order to operate office business machines, i.e., computer, copying machine, etc.


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