Short term Admin Assistant

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:

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  Front Desk Operations: Answer all incoming telephone calls, notify staff, and transfer calls to the appropriate team members.
  
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  Visitor Management: Greet visitors, verify visitor IDs, issue visitor badges, provide directions, and notify host employees upon arrival.
  
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  Mail & Document Control: Date-stamp and log incoming/outgoing mail, documents, and packages.
  
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  Administrative Support: Type documents and case notes, maintain the front desk procedure book, and track staff schedules.
  
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  System Usage: Learn and utilize our internal case management system to look up and input participant information.
  
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  Digital Communication: Utilize Microsoft Word, Outlook, Zoom, and Microsoft Teams to manage daily tasks and communications.
  
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  Reception Coverage: Communicate key information and updates to covering staff during breaks and lunch periods.
  
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  Confidentiality & Prioritization: Maintain strict confidentiality by keeping sensitive documents out of sight of visitors and managing multiple priorities efficiently.
  

Qualifications & Requirements:

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  Proven experience answering multi-line phone systems and performing front-desk/reception duties.
  
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  Strong verbal communication and interpersonal skills.
  
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  Proficiency in Microsoft Word, Microsoft Outlook, Zoom, and Microsoft Teams.
  
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  Accurate typing and basic data entry skills.
  
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  Ability to prioritize tasks, multitask in a dynamic environment, and maintain strict confidentiality regarding client/participant records.