Overview
Administrative Assistant Jobs in Indianapolis, IN at Chugh LLP
Description:
Position Function:
ACH is seeking a highly organized and empathetic Receptionist to serve as the first point of contact for our clients, visitors, and callers. The ideal candidate will possess exceptional customer service skills, ability to multitask, and have a passion for supporting vulnerable populations.
Education Requirements:
High School Diploma required. Bilingual required.
Experience Requirements:
4+ Years Minimum of combined receptionist and administrative experience.
Functional Requirements:
This role is a vital part of the agency, often serving as the first point of contact for individuals who call or walk in, many of whom may be experiencing crisis or trauma. It is essential that this person is warm, compassionate, and able to provide excellent customer service while demonstrating strong people skills. Attention to detail and exceptional organizational abilities are also critical. Proficiency in Microsoft Office is required, along with the ability to handle unexpected requests promptly. Responsibilities include managing a multi-line phone system, assisting directors and supervisors as needed, maintaining strict confidentiality of security, client, and staff information, and overseeing secure access to buildings and gates.
Must not have been previously charged with or convicted of a felony or criminal offense against a child.
Working Conditions:
Frequent computer use and typing are required, along with extended periods of sitting. Tasks may involve standing, moving around to complete work, and ensuring client needs are met. Walking or driving to other buildings or campuses on occasion to drop off or pick up items. Must also be able to lift and distribute boxes and packages up to 20 lbs.
Exposure to Confidential Information:
Maintain confidentiality, and follow all policies and procedures related to personnel and client records.
Key Expectations/Responsibilities:
Maintain high ethical standards which are outlined in the ACH Child and Family Services Code of Ethics.
Phones:
Answer all incoming calls providing professional customer service.
Direct calls to appropriate extensions and take messages when necessary.
Provide professional customer service for applicants and the public that call ACH.
Maintain professional receptionist area.
Office:
Provide warm and welcoming reception services, ensuring a positive experience for clients, visitors, and callers.
Manage front desk operations, including answering and directing phone calls, responding to emails, and greeting visitors.
Order copy paper as needed. Help with distribution if needed.
Responsible for agency office supply orders as needed.
Maintain confidential information/records.
Maintain and stock forms related to employment. Responsible for receiving former employees’ returned equipment.
Receive and distribute all incoming mail/stamp and log outgoing mail.
Stock and maintain marketing materials at the front desk.
Maintain mailboxes and distribution of deliveries.
Track keys to vans, and manage the reservation of these vehicles.
Coordinate room reservation for shared spaces.
Function as a liaison for maintenance and facility requests and submit to the support ACH email when items or mishaps happen within the building.
Create badges and ID’s within the security database.
Work with the Director of Facilities on all security databases on the Wichita Campus and other off-site locations.
Translate when needed for Spanish speaking clients and callers.
Perform other administrative tasks as needed.
Mailroom/Business Center:
Maintain mail machine and the order of supplies for the Welcome Center copy machine, and the ID badge machine.
Maintain reports to accounting as needed.
Maintain Kitchen Area:
Tidy up the kitchen area and refrigerator as needed.
Order coffee and kitchen supplies as needed. Call in service calls when needed.
The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position
Requirements:
Education Requirements:
High School Diploma required. Bilingual required.
Experience Requirements:
4+ Years Minimum of combined receptionist and administrative experience.
Functional Requirements:
This role is a vital part of the agency, often serving as the first point of contact for individuals who call or walk in, many of whom may be experiencing crisis or trauma. It is essential that this person is warm, compassionate, and able to provide excellent customer service while demonstrating strong people skills. Attention to detail and exceptional organizational abilities are also critical. Proficiency in Microsoft Office is required, along with the ability to handle unexpected requests promptly. Responsibilities include managing a multi-line phone system, assisting directors and supervisors as needed, maintaining strict confidentiality of security, client, and staff information, and overseeing secure access to buildings and gates.
Must not have been previously charged with or convicted of a felony or criminal offense against a child.
Title: Administrative Assistant
Company: Chugh LLP
Location: Indianapolis, IN
