ADMINISTRATIVE ASSISTANT

Duties & Responsibilities

• Participate in and take minutes for both internal meetings and meetings with external parties as needed.
• Maintain confidentiality of employee, client, and agency information in accordance with agency policy and applicable regulations.
• Schedule meetings, prepare and distribute the agenda and handouts and prepare minutes’ notes for distribution as needed.
• Schedule and coordinate interviews for new staff as needed.
• Prepare and distribute written and electronic materials internally and to external parties, as needed.
• Provide general administrative support, including Photocopying, scanning, and faxing documents, Sending/responding to emails, Answering phones calls/directing calls as needed, Maintaining calendars and schedules for EFFC program staff, Tracking documents, deadlines, and due dates, and providing timely notifications,
• Compile and maintain statistical data and reports, Organizing, filing, and maintaining paper and electronic records.
• Maintain compliance record of staff training and follow up to ensure compliance. Maintain a training calendar for workshops, training, etc. Responsible for signing up staff as needed.
• Cookier staff travel as needed. Assist In the development/updating of the EFFC Department policies and procedures. Maintain spreadsheets as needed for program organization.
• Liaise with the landlord/building management, maintenance/facilities, security and technical staff as needed to maintain the office. Address maintenance issues with equipment/office supplies and schedule service appointments/follow up as needed.
• Cookier onboarding activities for new employees, including computer access, cell phones, key fobs, identification badges, office equipment, and other required resources.
• Follow up on driver’s license clearances for program staff to drive the agency vehicles.
• Prepare and distribute both outgoing and incoming mail.
• Monitor the supplies for the office, maintain organization of the supply room and re-order office supplies as needed through the agency’s authorized contractor.
• Keep staff informed of office changes, new policies or procedures. Provide front desk coverage as needed.
• Create, track and ensure completion of PEX and check requests for the program. Ensure all receipts are uploaded to the PEX tracking system.
• Manage the receipts for and reconcile the petty cash, gas cards, PEX cards and credit cards for the program.
• Process Kidstuff requests and ensure invoices submitted for payment with required documentation.
• Prepare and process purchase requests, invoices, and expense reimbursements through Concur in accordance with agency procedures
• Cookier agency vehicle assignments, maintain vehicle records, and manage gas cards for the department.
• Cookier food orders and related logistics for departmental meetings, trainings, and special events.
• Maintain the filing room including Organization of the room, filing of documents, creating new records, closing records, pulling files as needed for staff/audits.

Qualifications

• A high school diploma or equivalent required.
• Minimum of one (1) year of progressively responsible administrative support experience required.
• Strong proficiency in Microsoft Office applications required.