Administrative Assistant

The Administrative Assistant functions as an office manager and an Administrative Assistant to office staff. He or she reports to the Director of Administration and supervises other front desk staff.

The position is a central point of communication for the agency and requires strong written, verbal and electronic communication skills. The Administrative Assistant should be knowledgeable on scheduled events, messages, reports due, etc. so that he or she may filter this information to staff, clients, parents, applicants and other professionals. The Administrative Assistant should also be able to communicate well with the individuals we serve, both in person and on the phone.

Essential duties include:

• Assume responsibility for the management of the office; including opening and closing procedures and overall aesthetic of office space. Manage relationships with vendors such as cleaning company. Inventory and order needed office supplies and other supplies, managing office supply budget. Handle prospective tenants for our rented space. Manage and organize office records and forms, including paper and electronic files, vehicle and conference room calendars, and other agency-wide documents and lists
• Supervise other front desk staff including any students or volunteers
• Assist staff with routine IT troubleshooting requests concerning hard-ware, systems and applications. Track requests in Access and manage response to staff
• Process incoming checks by inputting in Excel and making copies for accounting. Distribute outgoing checks
• Welcome and assist visitors. Serve as a back-up to answer the phones. Maintain regular contact with contracted answering service and notify service of any changes to the answering procedures
• Manage client attendance used to bill the Developmental Disabilities Administration for services
• Take minutes at monthly Management Team meeting
• Complete assigned projects such as assisting with preparation for Board meetings, organizing birthday lunches, loading Gifts-In-Kind donations and transporting them to the office, etc. Complete other projects closely related to essential job functions
  
  

Requirements:

• Two+ years experience in a similar role
• Knowledge of common office equipment, administrative procedures, customer service approaches
• Intermediate to advanced MS Office skills. Some IT help desk-like experience is strongly preferred
• Excellent written and spoken English
• Supervisory experience preferred
  
  

Physical requirements: This position is primarily office-based. Duties involve the need to bend,

stoop, lift up to 20 pounds on a daily basis and up to 40 pounds occasionally; and to load, move and

unpack boxes of supplies and donations.

Compensation: $64K+

Benefits:

• Two weeks annual leave the first year, three the second
• Health insurance, dental, life, short- and long-term disability
• Sick leave
• Two retirement plans
• Paid vacation incentive
• People-friendly environment
  
  

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