Administrative Assistant

Duties/Responsibilities:

· Answer phones and manage voicemails (take messages and direct calls as appropriate)

· Exhibits polite and professional communication when interacting with consumers and visitors

· Assist the Executive Team with secretarial work

· Managing the inventory with an annual audit

· Receives, receipts, and distributes deliveries

· Assists Executive Team with managing grant contracts, billing, and grantor deadlines

· Assists Executive Team with financial record retention, yearend audit preparation, and new fiscal year preparation

· Collects and opens all mail and routes according to LIFE processes and procedures

· Receives all check, cash, and money orders and maintains receipt journal

· Assist with consumer record management

· Assist Deputy Director with processing payroll

· Completing reports at the direction and assistance of the Executive Team

· Responsible for organizing promotional materials, and business cards

· Responsible for tasks associated with opening and closing the office

· May require a trip to the other LIFE. offices to deliver paperwork or pick up paperwork

· Coordinating travel arrangements

· Manage special projects as assigned

· Adhere to principles of confidentiality

· Carry out assignments as assigned by Executive Director

Competencies:

· Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situation; uses reason even when dealing with emotional topics.

· Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; remains open to others’ ideas and tries new things.

· Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed.

· Judgment – Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions, makes timely decisions.

· Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; develops realistic action plans.

· Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

· Attendance/Punctuality – Is consistently at work and on time; arrives at meetings and appointments on time.

· Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

· Initiative – Takes independent actions and calculated risks.

· Skilled in the use of phones, faxes, filling systems and Microsoft and Google applications

Knowledge & Critical Skills

· Highly organized and detail oriented

· Ability to work effectively in a team

· Computer literacy and adaptability

· Excellent communication skills, both verbal and written

· High level of initiative and ability to work effectively with minimum supervision

· Excellent interpersonal skills

Education and Experience:

· High School Diploma Required

Physical Requirements:

Predominantly a sedentary job in an office environment; a person is not substantially exposed to adverse environmental conditions

Occasional bending at the waist

Data entry into computer

Lifting of no more than 30 pounds

Individuals with disabilities are encouraged to apply.

Job Type: Full-time

Pay: From $12.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location