Receptionist/Administrative Assistant - Atlantic House Men's Shelter

What Does a/the Receptionist Do: 

• Maintain professional relationships with clients and client confidentiality. 

• Practice Universal Precautions/Standard Protocol & Procedures. 

• Comply with any and all Federal, State, City and CAMBA security and privacy polices intended to protect the security and privacy of individually identifiable health information.  

• Welcome onsite visitors, determine nature of business, and announce visitors to appropriate personnel. 

• Answer general questions about the organization and provide callers with address and directions. 

• Take and deliver messages; transfer calls to voicemail when appropriate personnel are unavailable. 

• Retrieve messages from general voicemail and forward to appropriate personnel. 

• Receive, sort, distribute, re-route client/former client/staff mail, and maintain client mail-log daily. 

• Assist users with fax and copy machines, send faxes, and retrieve and route incoming faxes. 

• Update site bulletin board. 

• Ensure telephone extension list is updated, posted and distributed to facility staff.  

• Maintain the professional appearance of the receptionist’s area. 

• Create and print fax cover sheets, memo, correspondence, report, program marketing materials, and other documents when necessary. 

• Perform other clerical duties as needed, such as filing, photocopying, collating and taking minutes at meetings. 

• May update appointment calendars. 

• May record, type and distribute minutes of meetings. 

• May maintain logs and legal papers. 

• May perform computer data entry functions. 

• May conduct mail pick-ups and/or deliveries. 

• Tasks may be modified, expanded and/or assigned over time. 

What Are the Results Expected to Be Achieved:   

The person filling this position is responsible for achieving the following results:  

Outputs: 

• Outputs are defined as measurable staff activity. When formulating outputs,  

• Focus on the key functions of the position and the main tasks associated with those functions.  

• Create specific minimum metrics the individual will need to meet.  

• The list of essential functions above can be used as a guide. Some program contracts will also provide guidance for individual position outputs.  

• Example Output (Outputs should reflect the specific program/position needs) 

• At least 20 home visits will be conducted monthly. 

Performance Targets: 

• Program Targets are defined as the impact of the essential functions on the program/department or clients as a result of the work. When formulating performance targets, 

• Determine what is the ultimate goal or goals for the program or clients that this individual is working toward.  

• Set clear and specific minimum overall goals. 

• Example Performance Target (Performance Targets should reflect the specific program/position needs) 

• 85% of client caseload will remain in permanent housing annually. 

Education, Licenses and/or Certifications Required: 

• Sufficient education (English-speaking, -reading, -writing, & math abilities) to comprehend oral and written information and to assist callers and visitors and staff.  

Minimum Experiences and Skills Required:  

• Ability to type 25 words per minute.   

Preferred Qualifications: 

• Bi-lingual preferred. 

Pre Employment Requirements:

• Proof of negative results from TB test. 

What Competencies Does CAMBA Require for all Positions: 

• Adaptability/Flexibility - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to fit the situation; Exhibits ability to deal with frequent change, delays, or unexpected events; Exhibits ability to multi-task. 

• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. 

• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. 

• Diversity Consciousness - Shows respect and sensitivity for cultural differences among clients and staff; Educates others on the value of diversity; Demonstrates knowledge of EEO policy; Promotes a harassment-free environment.  

• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. 

• Initiative - Demonstrates ability and willingness to work independently as a self-starter; Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed. 

• Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention. 

• Interpersonal Skills - Exhibits ability to get along with diverse personalities; Exhibits tactful, professional, flexible behavior; Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. 

• Judgment - Displays willingness to make decisions; Exhibits good reasoning skills as well as sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. 

• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals. 

• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. 

• Organizational Support Skills - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.  

• Planning/Organizing Skills - Exhibits ability and willingness to multi-task; Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules clients and/or staff and their tasks; Develops realistic action plans. 

• Problem Solving Skills - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. 

• Productivity - Meets productivity/quantity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. 

• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments; Establishes and maintains appropriate staff and client boundaries. 

• Quality Consciousness - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. 

• Safety Consciousness - Is knowledgeable about and follows Universal Precautions; Demonstrates awareness of condition of surroundings as being either safe or unsafe (potential accident area / situation); If possible, remedies situation immediately; If not, immediately reports potentially hazardous conditions to superior.  

• Stakeholder Service Skills- - Exhibits patience, empathy, high-energy level, and non-judgmental attitude and behavior toward and about stakeholders; Exhibits willingness and ability to engage culturally-diverse stakeholder population; Builds on stakeholders' strengths; Manages difficult or emotional stakeholder situations, with appropriate boundaries; Responds appropriately to stakeholders' needs and requests for service and assistance; Meets commitments; Maintains customer, employee, and organizational confidentiality. 

• Team Work - Works hard to accomplish team goals; Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Demonstrates ability and willingness to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed; Recognizes team accomplishments. 

• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. 

Minimal Training: 

• There is a six (6) month introductory period. 

Working Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. 

• Non-private offices are moderately noisy due to telephones, meetings, computers, and light office traffic. 

• Some positions involve travel to meetings and sites at different locations in the New York Metropolitan Area, during the regular workday, and thus, exposure to outdoor weather conditions. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit, stand, walk, reach with hands and arms, talk, hear, and use both close and distance vision.  

Salary : $19