Administrative Assistant

LIFESCAPE COMMUNITY SERVICES / COMMUNITY KITCHEN, INC.

Job Description

Position : Administrative Assistant

Reports to : Director of Office Operations

Position Type : Full-time

FLSA : Non-exempt

Supervision Exercised : No

Job Summary : Provide general service to guests including greeting, ascertaining needs, relaying information or directing them accordingly, with continuous awareness of maintaining agency image. Serve as support staff for the executive team, the Administrative Assistant facilitates the efficient operation of the assigned department(s) by performing a variety of clerical and administrative tasks.

Essential Duties and Responsibilities include the following . Related duties may be assigned.

Administrative Assistant Responsibilities and Essential Functions :

• Open and distribute incoming mail daily and assist with preparing outgoing mail as needed.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• May coordinate and schedule meetings and appointments for supervisors or directors.
• May prepare agendas and schedules for meetings.
• May record and distribute minutes or other records for meetings.
• Function as data entry backup.
• Count cash received from congregate sites and prepare daily bank deposits.
• Make daily bank run if needed.
• Deliver any special packages to post office.
• Be familiar with various program billing procedures and related accounting functions, in order to assist and act as back up when necessary.
• Assist the executive team with special projects as required.
• Attend training as required.
• Working in a customer-facing role, greeting individuals and connecting them with the proper staff required.
• Train volunteers and student workers on basic understanding of clerical procedure and systems as needed.
• Provide friendly, helpful, welcoming treatment to all guests, treating everyone as a priority
• Answer telephone and route calls; return all voicemails in a reasonable time frame and maintain accurate logs.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing, ability to enter data accurately into all program database.
• Technical proficiency with a personal computer and various software packages.
• Maintain an awareness of guest needs and role as communicator. Stay abreast of current agency programs and procedures.
• Ensure coverage for the front desk on a daily basis. In case of absence, secure replacement staff with your supervisor.
• Maintain desk area (clean entire desk area removing files, etc. and dusting under obstacles regularly)
• Assist different departments with day-to-day tasks and special projects.
• Work independently, handle confidential information, and stay on top of shifting priorities.

Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Requirements

Education and Experience :

Associate's degree in related field or equivalent combination of education and experience.

12 – 24 months of related experience in an administrative assistant position is required. Ability to use independent judgment and function autonomously. Excellent written and oral communication skills and advanced computer skills required .