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Administrative Assistant

Position Title:    Administrative Assistant
Reports to:         Executive Director
 
Qualifications:

  • High school diploma or equivalent, Bachelor’s degree preferred.
  • Three years of experience in operations or general office management environment in similar role required.
  • Excellent verbal and written communication skills.
  • Excellent organizational skills with the ability to balance and prioritize multiple responsibilities concurrently.
  • Ability to build strong working relationships and demonstrate excellent customer service to team members, board members, vendors, donors and all those connected to Phoenix Family.
  • Ability to be self-motivated and work independently.
  • Demonstrate creative problem-solving skills.
  • Competency in a variety of computer applications, including word processing, databases and spreadsheets and ability to quickly learn new technology programs.
  • Ability to relate to and work with diverse groups of people.
 
Responsibilities:
  • Support the administrative team to ensure the success of our mission goals and initiatives.
  • Maintain and manage solicited and general phone calls on behalf of the organization.
  • Utilize best practices for records management and compliance of personnel files, vendor accounts, billings, contracts for services and general office file management.
  • Schedule and process background checks, drug screenings, and result approvals of new hires.
  • Prepare and update new hire materials including job postings, on-boarding set up and communication with employees and systems.
  • Office equipment and supplies management, including phone systems, company cell phones, copier/fax, mail and postage machine, ordering office related supplies, and coordination of all such vendor contracts.
  • Act as a liaison between Board of Directors and Executive Director – plan and coordinate logistics for board meetings, recording minutes, distribution of meeting materials, and communications with board.
  • Work with administrative team to update agency manuals, such as new employee manuals and board manuals as needed.
  • Prepare log for cash and in-kind donations, make bank deposits, complete bank reconciliations, and prepare necessary check requests and submissions for reimbursements.
  • Maintain and manage employee reporting data, such as newsletters and calendars, safety checklists, and credit card statements.
  • Process, manage, and implement credit card usage for all staff by processing limit changes, cancellations, fraudulent cases, recording data, tracking agreements, and additional requests as needed.
  • Complete annual state filing documents and submit to state agencies.
  • Provide support related to emergency assistance requests and direct records and correspondence related to such requests to administrative team.
  • Manage calendars and schedule meetings for administrative team.
  • Organize and coordinate training and travel reservations and confirmations for administrative team.
  • Assist Director of Programs & Facilities with tasks associated with facility management and vehicle insurance and license renewal.
  • Perform general clerical duties including mailings and notarizing documents.
  • Be a positive representative and advocate on behalf of the agency, directly working to promote the mission and values of the organization.
  • Perform additional duties as requested.

Job Type: Full Time