Administrative Assistant

Responsibilities

• Provides required administrative support for senior staff, including copying and distributing materials, supporting mail processing, as assigned
• Provides coverage and assistance at the reception desk as needed, including answering phones, greeting visitors and routing callers and visitors to appropriate staff
• Typing correspondence, reports, case summaries, program materials, presentations, and internal memos as assigned
• Helps screen and route phone calls and email correspondence
• Processes invoices or receipts within the financial software
• Maintains office supply inventory and coordinates with fiscal for purchasing; completes purchasing support as needed
• Maintains cleanliness or tidiness of the building, taking initiative to remedy concerns or alerting the Executive Administrative Coordinator to concerns
• Organizes logistics for team meetings, program trainings, and stakeholder events including room bookings, agendas, minutes, and follow-ups
• Supports the Executive Administrative Coordinator in preparing materials for community presentations
• Assists with other job-related duties as assigned

Requirements

• A high school diploma minimum
• Minimum of three (3) years’ experience in office suite programs and other software systems
• Effective communication skills (including verbal and written/email communication skills) and customer service skills leading to rapport and team building across staff and board members
• Ability to operate a variety of office machines and equipment
• Highly skilled in computer operations and software applications
• Ability to establish, develop, and maintain an effective and pleasant working relationship with staff, clients, other allied Social Service personnel and the general public
• Ability to work well under pressure and manage sensitive or controversial subjects with tact, kindness, and professionalism
• Ability to work successfully in a team environment as well as independently
• Ability to prioritize multiple projects and deadlines simultaneously
• Attention to detail, initiative, and follow through
• Commitment to agency values and mission and ability to communicate an inspired vision or sense of purpose