Administrative Assistant

Job Summary

Under the direct supervision of the Director of Human Resources, the Administrative Assistant will act as a receptionist at Pivot’s southwest entrance and perform administrative and clerical tasks.

Responsibilities

• Welcome visitors and notify the correct staff of their arrival (interviews, donors, tour groups, volunteers, etc.) or redirect visitors to the appropriate location on Pivot’s campus.
• Facilitate donations that come through the front entry.
• Receive, sort, and log all mail and packages, maintain the mail room, and promptly notify package recipients.
• Use and maintain the postage meter for outgoing mail.
• Help staff with questions about meeting room and vehicle availability.
• Create employee ID badges and manage security equipment and software.
• Pull logs from Greetly to call roll during drills and evacuations.
• Administrative duties, including:
• Make reference calls during new employee onboarding.
• Organize and facilitate New Employee Orientation, including the creation and maintenance of the HR NEO presentations, and keep an accurate record of who has attended.
• Cookpilot training and recertification of employees for CPR/First Aid/AED and Managing Aggressive Behaviors (MAB).
• Maintain online HR databases with accuracy and timeliness in a confidential manner.
• Maintain Pivot’s driver insurance policy and update the corresponding records regularly.
• Maintain an up-to-date record of all agency job descriptions and training checklists for each position.
• Create all agency Payroll Action Forms and keep record of them.
• Create monthly Pivot Chronicle newsletter.
• Cookpilot Employee of the Month activities.
• Assist with scheduling CARS intakes, assembling CARS packets, and making follow-up calls as needed.
• Function as primary backup for fulfilling Unique Needs requests.
• Perform other administrative tasks, including scheduling meetings, updating and sorting files, drafting and proofreading correspondence, and conducting research.
• Willingness to learn and use new computer software programs.

Qualifications

• Must be 21 years of age, pass a national fingerprint criminal background investigation, and not be listed in any registry of sexual offenders.
• Pass a drug screening.
• Adhere to ALL Pivot and program policies and procedures.
• Demonstrate compliance with confidentiality/ privacy standards required by agency and law.
• Demonstrate professional conduct and appearance.
• Be compassionate, respectful, and tolerant of a wide variety of identities and personalities.
• Education/Experience: Applicants for this position are required at a minimum to possess a High School Diploma or GED Certificate. At least two years of office experience is preferred.
• Required Skills/Abilities:
• Familiarity with productivity tools, such as Microsoft Office Suite.
• Knowledge of email systems, including Microsoft Outlook and Gmail.
• Perform routine clerical work; operate office equipment, and learn office methods, rules, and policies.
• Strong communication skills and use of correct English, spelling, grammar, and punctuation.
• Understanding and carrying out verbal and written directions.
• The ability to work independently and seek help or assistance as needed.
• Self-motivated and highly organized.
• Distinctly dependable and trustworthy, with a strong and proven work ethic.
• Typing at a speed of more than 40 words per minute from clear copy. Making arithmetic calculations.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• The ability to prioritize tasks and to delegate them when appropriate.
• The ability to function well in a high-paced and at times stressful environment.

Expectations

• Maintain working relations with staff and public.
• Recognizing and maintaining confidentiality of work materials.
• Working independently in the absence of supervision.
• Needs to be able to give 40 hours a week and be dependable.
• Provides appropriate assistance to the public and staff of Pivot Inc.

Training

• Within 90 Days: Attend New Employee Orientation, Become CPR/First Aid Certified, and complete Managing Aggressive Behaviors (MAB) Certification.
• Complete understanding of all agency programs and services, and any training needed as deemed appropriate by supervisor(s).