Administrative Office Staff

Description

Coastline EAP, a PBN Best Places to Work for 3 years in a row, is hiring at 30 hour/week Administrative Staff Members to work 11:00am to 5:00pm, Monday through Friday.

Come join our dedicated team! Discover how our culture of compassion and superb customer service sets us apart from other EAPs. We offer businesses the same range of services as larger EAPs, but with personalized service that leads to successful, trustworthy, long-term relationships. This position will also support Rhode Island Student Assistance Services (RISAS), a division of Coastline EAP, which provides evidence-based programs in schools and communities to prevent substance use and promote mental health. 

Position Summary:

To support the administrative needs of the organization. They will answer the  phones and greet visitors in a calm, kind and professional manner.

 Essential Duties and Responsibilities (including but not limited to): 

• Ensure that the front reception area is always manned. Work collaboratively with other Administrative  Support staff to cover breaks and lunches. 

• Answering the phone and directing calls appropriately.

 • Receiving guests and visitors by answering the doorbell. Calling an appropriate staff member with whom  the guest/visitor has an appointment, make guests/visitors comfortable while they wait.

 • Support the administrative needs of the Executive Staff (Chiefs), Directors, Managers and Supervisors as  assigned by the Administrative Supervisor.

 • Check WPO for overnight calls and distribute to appropriate staff.

 • Check voicemail and chat for any incoming messages and distribute appropriately.

 • Ensure that the rotation is created daily for the EAP staff. Coordinate with other Administrative Support  staff.

 • Pick up mail, open and distribute accordingly.

 • Prepare invoices for outside providers in EAPx and distribute them to Finance on a weekly basis.

 • Prepare invoices for outside vendors and distribute them to Finance on a weekly basis. Coordinate with  program directors as necessary. 

• Maintain inventory of supplies and order supplies when necessary.

 • Maintain your workspace in a clean, organized and orderly manner for a professional appearance 

Requirements

Qualifications:

•  Qualifications: 
•  • Minimum of High School diploma; college degree preferred. 
• • General administrative experience, such as knowledge of administrative software (Microsoft Office Suite),  operating office equipment and people-facing skills. 
• • Must be able to use telephonic software.
•  • Preferred: bilingual English/Spanish. Proficient in English language skills, reading and writing 

Work Environment / Physical Demands:

Must be able to use telephone and computer to support division functions; must be able to sit and stand for several hours per day; may be required to lift up to 25 lbs.

Hours & Attendance Requirements:

30 hour workweek (M-F) 11:00am to 5:00pm with flexibility to cover other staff during vacation or sick days.

Benefits:

Eligible for all non-union employee benefits.

This description is not intended to limit, or in any way modify, the rights of a supervisor to assign work or change the duties of the position as needed.