Administrative Assistant

About the Role

The Administrative Assistant provides program and administrative support, assisting with the day-to-day operations of the Herndon Neighborhood Resources Center (HNRC). This role is responsible for opening the HNRC on time each day and ensuring it is operated in accordance with established policies and procedures. The position involves duties across four key service categories: Customer Service and Resource Support, Program and Administrative Support, Data Collection, and Facilities Coordination.

Responsibilities

• Customer Service and Resource Support
  • Provide excellent customer service and maintain a professional atmosphere.
  • Greet clients and visitors on the telephone and in person.
  • Retrieve and respond to voicemails throughout the day.
  • Translate fliers, applications, etc. into English or Spanish.
  • Act as a resource guide with knowledge of programming, services, and area service providers relevant to client needs.
  • Make appropriate service and program referrals to clients both on the phone and in person.
• Program and Administrative Support
  • Maintain registration lists for specific programs as assigned by the program director and provide follow-ups to ensure attendance.
  • Provide applicable program registration forms upon request and ensure delivery to the appropriate program contact.
  • Manage food distribution, including receiving donations, sorting items, placing them for distribution, and maintaining program records.
  • Support Wellness Kitchen operations.
  • Assist with coordination of room usage in the center.
  • Perform routine administrative work, such as copying and mailing documents.
  • Ensure resource information is current and available.
  • Maintain informational bulletin boards.
  • Maintain volunteer and donation logs.
  • Maintain supply inventory records and supply room organization.
• Data Collection
  • Manage data collection processes in place.
  • Track information requests (telephone and in person) and referrals for programmatic evaluation.
• Facilities Coordination
  • Inspect the facility each morning and coordinate with supervisor for maintenance and repair needs.
  • Conduct light housekeeping such as spot-checking restrooms and maintaining the lobby area.
  • Rotate Saturday coverage with staff to provide weekend hours at the NRC.
  • Provide evening coverage as needed.
  • Participate in staff meetings, training, and meetings assigned that support HNRC programs and activities.
  • Provide support for HNRC and agency-wide programs and activities as requested.
  • Perform any other duties deemed necessary to support the agency.

Core Competencies

• Accountability: Effectively manages own work, and work of teams when relevant, ensuring delivery of high-quality, timely work.
• Communication: Uses effective written and oral communication with internal staff, teams, and community served; listens and demonstrates empathy.
• Customer Service: Recognizes needs of diverse stakeholders and approaches relationships with a service orientation, to ultimately maximize impact.
• Problem-solving: Consistently identifies problem areas, gathers, and applies relevant information to resolve them.
• Respecting differences: Understands and respects cultural differences, various points of view, and work styles with clients, peers, and volunteers.
• Stewardship: Manages resources wisely, with an eye toward organizational sustainability.
• Technical expertise in area of focus: Has skills and expertise in a technical or functional area.
• Workload management: Breaks down a work task/project into process steps and executes them effectively, adjusting course as needed.

Requirements

• High school diploma.
• 3 years of experience in human services or administrative support work.
• Experience working with low to moderate income families and individuals.
• Bilingual in English and Spanish.
• CPR and First Aid certified.

Work Environment

This position is performed in a traditional office environment.