Administrative Assistant

Job Description

Job Title : Administrative Assistant Date Revised : 3 / 17 / 23

Reports To : Executive Assistant FLSA Status : Non-Exempt

Department : Administrative PC / BOD Approval : 6 / 28 / 23

Job Summary : The Administrative Assistant provides a high level of service to all agency staff members and agency clients. The Admin Assistant also coordinates clerical / secretarial services throughout the agency while maintaining adequate phone coverage. The Admin Assistant over sees and manages all office procedures and other tasks as assigned, such as scheduling appointments, giving information to callers, taking dictation, and otherwise relieving directors of clerical work and minor administrative and business detail by performing the following duties.

Employee Benefits :

403b

403b matching

Health insurance

Dental insurance

Vision insurance

Life Insurance

Paid snow days

12 Paid holidays

Education and Experience : Associates Degree and at least 2 years of Administrative Assistant experience, or equivalent combination of education and experience preferred. High School diploma or GED required. Preferably some background in translation services.

Supervisory Responsibilities : None

Duties / Responsibilities : include the following. Other duties may be assigned.

Maintains confidentiality in all aspects of client, staff, and agency information.

Work independently and within a team on special and ongoing projects.

Routes incoming mail.

Composes and types routine correspondence.

Maintains office calendar to coordinate work flow and meetings.

Create and develop visual presentations, type and design general correspondence, memos, charts, tables, graphs, business plans, etc.

Organizes and maintains file system, and files correspondence and other records.

Interacts with clients, vendors, visitors and Board of Directors.

Answers and screens telephone calls, and arranges conference calls.

Answers phones and transfers the call to appropriate staff member. Take messages and screen calls when necessary.

Sign for and distribute UPS / FED EX or similarly delivered packages.

Greet scheduled visitors and directs them to appropriate area and / or person.

Arranges and coordinates travel schedules and reservations, as needed.

Conducts research, and compiles and types statistical reports.

Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.

May conduct research, compile data, and prepare papers for consideration and presentation to the Executive Director, staff, and Board of Directors.

Attend Board meetings or other meetings as requested to record minutes.

Makes copies of correspondence or other printed materials.

Prepares outgoing mail and correspondence, including e-mail and faxes.

Orders and maintains supplies, and arranges for equipment maintenance.

Required Skills / Abilities :

Must have high level of interpersonal skills to handle sensitive and confidential situations.

Position continually requires demonstrated poise, tact, and diplomacy.

Ability to interact and communicate with individuals at all levels of the organization.

Ability to work well with staff and clients from various socioeconomic backgrounds.

Physical Requirements : While performing the duties of this Job, the employee is regularly required to sit; use hands, handle or feel, talk and hear. The employee is frequently required to stand; walk; reach with hands and arms and stoop, or kneel. The employee must regularly lift and / or move up to 10 pounds, frequently lift and / or move up to 25 pounds and occasionally lift and / or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

“All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.”

This document does not create an employment contract, implied or otherwise, other than "at will" relationship.