Switchboard/Administrative Assistant

AgeSpan

Formerly Elder Services of the Merrimack Valley/North Shore

At AgeSpan, you'll find a work environment that combines:

• A refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds.
• A focus on innovation with a team recognized for developing and implementing innovative programs and novel solutions.
• Encouragement of your development through opportunities to get involved, use your voice, and gain new knowledge and skills.
• A satisfying balance between your work and personal life, including a flexible workplace, generous paid time off, and wellness programs.

Depending on your role and your hours, we offer:

• Flexible schedule and hybrid work opportunities
• Competitive salaries
• Healthcare (medical, dental)
• 403b Retirement Plan with agency match
• 20 Vacation Days, 12 Sick Days, and 12 Paid Holidays
• Social Work Licensing Program
• License Renewal Paid by agency for RN's and Social Workers
• And MORE!

Position Responsibilities: The primary responsibilities for this position include answering and directing all incoming telephone calls to the agency utilizing agency software and databases to track and transfer calls promptly and accurately. Also responsible to complete Agency mail functions and administrative tasks as assigned. Excellent attendance, punctuality, and flexibility to assist in shift coverage and participate in administrative project are essential elements of the position.

Essential Functions: (Core duties or tasks that are fundamental and not marginal performance of the job)

Switchboard:

• Ensure switchboard is opened and closed in a timely manner including forwarding calls to the answering services at the end of each business day.
• Process and triage high call volume within set timelines to the appropriate recipients
• Maintain professional and calm demeanor when processing all calls
• Follow agency protocol to process emergency calls in a calm, confident manner
• Monitor and report any system/walk in issues to direct supervisor
• Develop an in-depth knowledge of Agency's staff data base and the process of contacting staff
• Utilize Agency consumer databases to identify and transfer calls to the appropriate staff

Reception:

• Greet agency visitors in a professional and welcoming manner
• Follow procedures to connect visitors with appropriate staff in a timely manner
• Ensure packages are directed to the intended recipient in a timely manner
• Assist with the Conference Room Booking process as needed
• Follow agency protocol to appropriately handle emergency front desk situations

Mail Processing:

• Process all incoming and outgoing Agency mail including faxes
• Maintain inventory of mail and mail machine supplies
• Maintain staff mailboxes

Administrative Duties:

• Perform administrative tasks including but not limited to copying, scanning, faxing, labeling, and packet creation
• Attend all relative meetings
• Other related duties as assigned

Qualifications: Associates Degree preferred; High School diploma required. Prior work with a computerized, multi-line phone system and/or experience as an administrative assistant and proficiency in use of Microsoft 365 and web-based databases are strongly preferred. Bi-lingual ability in Spanish is preferred. Must have excellent interpersonal, telephone and organizational skills, written and verbal communication skills, strong attention to detail and follow through, and the ability to multitask and work well in a fast paced, team environment. Bilingual in Spanish required.

Hours per week : 37.5

AA/EOE

AgeSpan is strongly committed to fostering a professional environment that recognizes, respects, and encourages the unique contributions of a broad spectrum of qualified employees. It is important that our employees reflect the diverse communities we serve. We maintain a work atmosphere that allows people of varied backgrounds to grow professionally and contribute to our mission by promoting diversity, equity, inclusion, and work-life balance.