Front Desk Reception\Admin Support

New Jersey MENTOR is seeking a Front Desk Receptionist/ Admin. Support to perform administrative and office support. Supporting programs by handling incoming calls, handling correspondence, and scheduling meetings, as directed. May also greet visitors and route telephone calls to appropriate staff and/or enter data into a system.

ESSENTIAL JOB FUNCTIONS and RESPONSIBILITIES

To perform this job successfully, an individual must be able to satisfactorily perform each essential function listed below.

• Work at switchboard/front desk and handling all incoming calls with immediate attention and maintain professional demeanor. Take and relay urgent information and handle emergency calls.

· Set Avaya voicemail greetings daily. Properly retrieve and deliver afterhours Avaya Voicemail messages daily.

• Greet, announce, direct, and monitor steady flow of visitors and staff coming to the office for various appointments and/or activities.
• Handles all inquiries professionally and courtesy and with accuracy
• Receive all inter-office mail, postal mail and delivery packages; enter log and distribute immediately to appropriate department. Post outgoing mail for daily pick up; ensures interoffice mail is delivered to other offices. Maintain postage meter machine
• Maintains calendars for Conference and Training Room

· Assist Executive staff in room preparation for meeting and events. Make meal arrangements and meal setup. Handle other requests necessary as directed by Executive staff.

· Process administrative paperwork, such as invoice preparation and approvals for A/P, check processing in I-Stream check deposit system, manage purchase card distribution, and run Drivers Abstracts as directed.

· Collect and fax on call schedule for various programs to On Call Service every Monday.

· Maintains and monitors office and kitchen supplies and inventory. Request monthly supply orders as requested by departmental programs. Keep multifunctional devices fully stocked with paper, ink cartridges and staples.

· Maintains equipment maintenance – ensure all office equipment is operating properly (computers, telephone equipment, printers/copiers/scanners/fax. Place service requests for equipment repair/maintenances needed.

· Maintain security of building – monitor who has access to open/close the building, who receives passcodes and keys to the suite. Ensure someone is always available to close office and set alarm at end of work day.

· Maintains cleanliness of all common areas including kitchen

· Interpersonal / Communication: Must have strong verbal communication skills, ability to read and write effectively.

· Must have the ability to listen, evaluate and exercise independent judgment. Must be able to understand and apply confidentiality guidelines of the agency.

· Organizational Skills: Must have the ability to organize and maintain the neatness and appearance of the Front Desk/Reception area. Must be able to effectively multi-task.

• Perform other receptionist and administrative functions as needed

QUALIFICATIONS:

· High school diploma or equivalent and two years’ experience in administrative support

· Advanced Knowledge of Microsoft Word and Excel

· Advanced Knowledge of Microsoft Outlook

· Knowledge of Avaya Telephone Systems

About New Jersey MENTOR

Founded in 1990, New Jersey MENTOR supports adults, youth and families throughout the state, offering a broad continuum of treatment programs in a variety of community-based settings. Through a range of personalized programs including Therapeutic Foster Care and adult Host Home programs, New Jersey MENTOR strives to enhance the lives of children and adults throughout the state so they may reach their potential and thrive in the communities they call home.

New Jersey MENTOR is a partner within The MENTOR Network. We have a great work environment and you’ll be surrounded with a strong and supportive team of peers, leaders and colleagues. With ~27,000 employees serving ~25,000 consumers in 36 states, you'll have career opportunities from coast to coast. When you join The MENTOR Network, you’ll make a difference every day and help to provide quality of life enhancing services to individuals across the country.

“Our organization is driven by the power or relationships. As an organization of people serving people, positive and productive relationships are vital to the work we do”. Apply Today!

EOE/AAE