Job Title: Receptionist / Administrative Assistant
Schedule: Monday Friday, 9:00 AM 5:00 PM (37.5 hours/week, 30-minute unpaid lunch break). Excludes state holidays.
Job Overview: Penda Aiken Inc. is a staffing firm located in Brooklyn, New York. Our client is a New York State Agency and is seeking a reliable and professional Receptionist / Administrative Assistant to manage our front desk operations, assist visitors, and handle routine administrative tasks. The ideal candidate possesses excellent verbal communication skills, strong multitasking abilities, and a high commitment to participant confidentiality.
Key Responsibilities:
Front Desk Operations: Answer all incoming telephone calls, notify staff, and transfer calls to the appropriate team members.
Visitor Management: Greet visitors, verify visitor IDs, issue visitor badges, provide directions, and notify host employees upon arrival.
Mail & Document Control: Date-stamp and log incoming/outgoing mail, documents, and packages.
Administrative Support: Type documents and case notes, maintain the front desk procedure book, and track staff schedules.
System Usage: Learn and utilize our internal case management system to look up and input participant information.
Digital Communication: Utilize Microsoft Word, Outlook, Zoom, and Microsoft Teams to manage daily tasks and communications.
Reception Coverage: Communicate key information and updates to covering staff during breaks and lunch periods.
Confidentiality & Prioritization: Maintain strict confidentiality by keeping sensitive documents out of sight of visitors and managing multiple priorities efficiently.
Qualifications & Requirements:
Proven experience answering multi-line phone systems and performing front-desk/reception duties.
Strong verbal communication and interpersonal skills.
Proficiency in Microsoft Word, Microsoft Outlook, Zoom, and Microsoft Teams.
Accurate typing and basic data entry skills.
Ability to prioritize tasks, multitask in a dynamic environment, and maintain strict confidentiality regarding client/participant records.