Admin Assistant

JOB SUMMARY:

Under the direct supervision of the Executive Assistant, the Administrative Assistant provides general administrative and office support to various departments within the organization. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings/correspondence, and working on special projects. Ultimately, the Administrative Assistant’s position is an integral part in ensuring that C4K offices operate in an organized, efficient and professional manner.

ESSENTIAL FUNCTIONS:

Administrative Duties:

• Uphold the mission and core values of Counseling4Kids.
• Provide chronological reference by developing and utilizing filing and retrieval systems.
• Formats and continuously updates training material, SOPs, SharePoint sites, and other agency-wide material.
• Schedules meetings and draft agendas, presentations, worksheets, and other necessary documents.
• Attends meetings documenting workflows, notes, deliverables, and agreements and coordinates follow-up across departments to ensure timelines.
• Researches various topics and reports findings, ideas, and solutions to Department Managers.
• Answers phones, directs calls to appropriate individuals, and prepares messages.
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies and maintaining keys.
• Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Ensure both office break rooms are clean and fully stocked with supplies. Manage the Break Room Duty initiative for both offices.
• Manage a variety of special projects for all departments within the organization. Works independently and within a team on special nonrecurring and ongoing projects.
• Serves as a back up to the Client Services Department for assistance with Doctor translation services and other projects assigned by Client Services.
• Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail.
• Required to maintain confidentiality regarding exposure to personnel and agency information.
• Assist with event and major meeting planning.
• Is a standing member of agency committees engaging in planning, executing, and recapping events & programs.
• Regularly update the Community Board with important updates and appropriate employee engagement material.
• Travel to off-site locations at supervisor’s request.
• May maintain (or support in the maintenance) and keep agency keys and provide ongoing access to agency facilities.
• Communicate with building/office management to address suite maintenance including follow up communications and tracking resolutions over time
• Field operational requests from staff and/or outside organizations that arrive in the office
• Support in non-home office as needed
• Other duties as assigned.

Note: In the event that the Agency requests the regular usage of bilingual skills, the passing score of 70% on a proficiency test is required to receive a monthly bilingual stipend; per the Agency’s Bilingual Stipend Policy.

Competencies

• Aptness to work well under pressure and tactfully with various personalities.
• Flexibility and openness to diverse experiences and perspectives.
• Highly meticulous attention to detail and time-management skills.
• A proactive and resourceful approach to problem-solving, handling multiple concurrent tasks, and a fast-paced, dynamic environment.
• Provides a positive customer-oriented attitude and professionalism.
• Ability to assume responsibility and function effectively in a team environment or independently.
• Willingness to work some evenings, weekend days to complete special projects and participate in fundraising events

Supervisor Responsibility

This position has no supervisory responsibilities.

MINIMUM QUALIFICATIONS:

• Minimum…