Administrative Assistant
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Administrative Assistant
FLSA DUTIES STATUS: Non-Exempt
REPORTS TO: Senior Director of Administration
JOB OBJECTIVE: The Administrative Assistant provides administrative and clerical support for agency services, responds to requests for emergency assistance through provision of community resource information/referral and/or financial resources when funding is available. Additionally, the Administrative Assistant coordinates the handling of incoming phone calls, greets clients and guests, and completes agency-oriented tasks as assigned.
The essential job duties include but are not limited to:
· Answer and screen incoming calls.
· Greet and direct all visitors to the appropriate department
· Maintain the reception area in an orderly and hospitable manner
· Provide information and referral as appropriate.
· Post and mail outgoing mail.
· Process and distribute incoming mail.
· Order office supplies and shared items for the department.
· Acquire and submit monthly data to assist with processing of statistics.
· Review security logs; report inventory and maintenance issues to the facilities department.
· Coordinate with all departments of the agency for efficient and effective use of shared resources.
· Manage staffing levels at the front reception desk by tracking time off, coordinating volunteers, and utilizing assistance from other departments.
· Open, maintain, and update departmental files and keep accurate records, as needed.
· Respond to requests for emergency assistance through provision of community resource information/referral and/or financial resources when funding is available.
· Provide translation for Non- English speaking individuals seeking assistance through case management programs if able.
· Coordinate the effective client arrival and appointment process communication.
· Other duties as assigned by the Senior Director of Administration.
SUPERVISORY RESPONSIBILITIES:
This position may supervise volunteers.
MINIMUM QUALIFICATIONS FOR CONSIDERATION:
· High school graduation or G.E.D., Associate’s degree preferred.
· Fluency in Spanish and English Required.·A combination of education and relevant experience may also be considered.
Knowledge, skills and abilities:- Strong verbal and written communication, listening, and presentation skills.
- Strong flexible interpersonal skills required to interact effectively with employees and managers at all levels in the organization.
- Ability to work effectively and professionally with staff, volunteers, parishes, and community.
- Ability to adjust communication style and language register to handle diverse situations.
- Must have an uplifting and compassionate demeanor yet be able to consistently maintain boundaries
- Excellent organizational skills required to ensure that multiple tasks receive adequate and timely attention.
- Ability to research and utilize community resources
Able to function autonomously and be proactive.- PC literate and proficient.
- Good proficiency in Microsoft Office applications.Ability to drive - must have valid Oklahoma driver’s license
PHYSICAL REQUIREMENTS
This is sedentary work that requires the following physical activities:- Sitting for long periods of time, walking, finger dexterity, feeling, repetitive motions, talking, hearing, and visual acuity.
- Occasional lifting (up to 10 pounds of computer equipment or paper supplies).
- Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.
WORKING CONDITIONS:
· Normal office environment, within center providing direct services to homeless and housed alike
· May be subjected to fast-paced decision making, crisis situations
· Must be willing to professionally take charge of a crisis situation
NOTE: The above statements are intended to describe the general nature and level of work performed by an employee in this position. These statements are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees in this position.
Nothing in this job description restricts management’s right to assign or reassign job duties as required. This job description is not to be construed as a guaranteed contract of employment for a definite period of time.
To apply: All candidates please provide cover letter with resume to Malanei Matias [email protected]
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