Admin Assistant/ Front Desk
Entry Level Requirements: Inroads to Opportunities, located in Roselle, NJ, is the largest skills training center for individuals with disabilities in New Jersey. Inroads currently has an opportunity available for a Receptionist/Administrative Assistant with proficient skills in Microsoft Outlook, Word and Excel to join our team. As the first point of contact for callers, vendors, visitors and participants, you’ll need excellent customer service skills, professional etiquette, and strong communication and multi-tasking abilities. Additionally, you'll provide administrative support, such as managing schedules, coordinating transportation, data entry, coordinating mailings, etc. You'll be an integral part of our team and will help ensure that our nonprofit runs smoothly and efficiently. Bilingual in Spanish is a plus.
ESSENTIAL DUTIES
1. Provide an efficient Reception service, often working on own initiative, carrying out administration duties to a high standard.
2. Greet participants and visitors as soon as they arrive and connect them with the appropriate party. Ensure visitors who enter the buildings wear a visitor nametag.
3. Answer the telephone in a pleasant and professional manner and direct calls to the correct person. Take clear messages with all the relevant information if that person is not available.
4. Maintain the Welcome Board in the front lobby and ensure coverage is provided in the Reception area at all times.
5. Deal with inquiries in reception and maintain a clean, tidy environment in the Reception area.
6. Lock and unlock filing cabinets containing protected information daily.
7. Fill out and mail transition contracts, keep and maintain digital filing systems of the contracts.
8. Responsible for the handling, routing and follow-up of all incoming and/or outgoing mail, faxes and routine reports.
9. Facilitate the mailing of all production, vocational and transition billing.
10. Label and Mail all Annual Reports, marketing/development and participant mailings.
11. Work with COO to keep participant mailing labels file current (quarterly review and as needed).
12. Take monthly stock inventory of stationery supplies, place office supply order with President’s approval.
13. Manage Staples ink cartridge recycling points system to secure discounts.
14. Provide general and specialized administrative assistance to the President and Directors when required.
15. Update and circulate list of phone extensions quarterly, or as needed, work with telephone contractor to problem solve staff phone issues.
16. Coordinate with Teleco regarding new employee extensions, holidays and closures. Change automated greeting as required.
17. Fill out Request for Prior Authorization for Mental Health Services forms in duplicate using the typewriter and reconcile to recovery plan in Carelogic for Director’s approval.
18. Assist Payroll & AP/AR by handing out paychecks when needed.
19. Assist with bank reconciliations of transportation and other checks for AP/AR.
20. Perform data input for Participant Payroll when needed as back up for payroll.
21. Confirm Participant Time Sheets for previous day have been submitted. If not, immediately collect and deliver to Payroll Department. Put time sheets in mailboxes for the following week when payroll cannot.
22. Complete all daily lunch program attendance sheets
23. Run monthly reports for the maintenance person from facilities database.
24. Back up to Health Ambassadors and act as their relief for lunch and breaks.
25. Coordinate participant transportation with Paratransit, Access Link, and counselors for those transported by group home staff or family members.
26. Maintain transportation money for those participants who require assistance.
27. Maintain calendar schedule for conference rooms.
28. Maintain a file of blank employment and volunteer paper applications for scheduled applicants, walk-ins, Community Service, interns and volunteers.