Administrative Assistant

Job title:              Office/Administrative Assistant

Reports to:         HR/CFO

FLSA Status:       Non-Exempt (Hourly) / Full Time

Date Issued:      October 2022

POSITION SUMMARY:

The Administrative Assistant ensures the efficient day-to-day operation of the office and support the work of management and other administrative staff.  The Administrative Assistant will assist with new hire packages according to established procedures, or as directed by Management.   He/she will supports HR and Fiscal departments including in the maintenance of information systems for record keeping and reporting. 

ESSENTIAL JOB FUNCTIONS:  

Through the employee’s own efforts, the employee accomplishes the following essential functions:

1. Maintains a filing system including employee files & vendor files.

1. Maintains employee phone list and outside contacts list.
2. Keep records up to date and manage dead filing according to protocols.
3. As needed, develop new systems to assist with the efficient management of records.

1. Answer incoming phone calls, record messages and makes follow-up calls.

1. Represent Highland Park CDC main office in a positive, welcoming manner when interacting with clients, vendors, and all other internal and external stakeholders.
2. Ensure that urgent messages / issues are communicated in a timely manner to appropriate parties via a phone call, email or text as needed.

1. Support the administration of human resources and operations functions.
   1. Assist with new employee orientation.
   2. Obtaining new-hire documents as needed from candidates and new hires.
   3. Email the IT department to coordinate technological needs for new hires and terminations (email set up, computer, phones, etc.).
   4. Help employees regarding access to the HRIS system as needed.

1. Leverage organizational skills to efficiently coordinate and manage organizational communications. 

1. Schedule appointments and maintain appointment documentation and calendars either electronically or manually.  
2. Process and receive internal and external mail.
3. Schedule appointments for Fiscal, HR and executive staff members, assist with monthly Highland Park CDC Calendar.

1. Arrange office meetings, reserve office space.

1. Coordinate and process shipping via UPS, FedEx, USPS, and other means as needed.
2. Receive, open and sorts incoming mail.
3. Process and/or create merge mailings and mass mailings to employees when necessary (for information distribution, etc.).

1. Ensures there is adequate inventory and stock of various supplies.

1. Maintains a system for ensuring there is an adequate inventory and a system for ordering supplies in an efficient manner.  
2. Adheres to all purchasing policies for ordering supplies.

1. Coordinate with vendors, including but not limited to for technology repairs and maintenance.

1. Email IT department to set up new hires with technological needs and termination.
2. Coordinate with IT Department and Phone System department to resolve problems.

1. Perform administrative support tasks:

1. Creates and / or revises various forms and reports.
2. Type correspondence as requested and as needed.
3. Coordinates the maintenance and repair of office equipment.  
4. Distribute paychecks/ paystubs.