Administrative Assistant

Northeast Florida Area Agency on Aging Inc; Jacksonville (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

Northeast Florida Area Agency on Aging Inc, operating as ElderSource, seeks an Administrative Support professional to assist the management team and staff in a busy front office. You will handle data entry, correspondence, mail processing, and meeting coordination to ensure smooth daily operations.

The role requires strong communication, organization, and customer service skills, with responsibilities spanning visitors, phones, and document management in a collaborative environment.

Qualifications

• Requires high school diploma or GED; clerical/secretarial experience preferred.
• Strong written and verbal communication skills; ability to handle inquiries.
• Ability to manage data entry, filing, and document organization.

Responsibilities

• Provide administrative support to management and staff.
• Handle information requests and prepare correspondence.
• Process mail, maintain visitor logs, and coordinate front office activities.
• Schedule meetings, conference calls, and transcribe meeting minutes.
• Support multiple departments with clerical tasks and travel arrangements.

Skills

Customer service

Interpersonal skills

Oral communication

Written communication

Professionalism

Organizational skills

Attendance/punctuality

Education

High school diploma or GED

Tools

Database software

Internet software

Spreadsheet software

Word processing software

Job description

Description

Summary

Provide administrative support to management team and staff. Handles information requests, manages data entry and performs clerical functions such as preparation of correspondence, arranging conference calls, scheduling meetings and transcription and distribution of meeting minutes.

Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodation or other reasons.

I. Essential Duties and Responsibilities include the following. Other duties may be assigned.

1. Prepare memos, letters and other documents using word processing, spreadsheet, or presentation software.
2. File and retrieve documents, records and reports.
3. Assist in the filing and organization of the companies’ permanent files and shared drive.
4. Prepare responses to correspondence containing routine inquiries.
5. Ensure the Admin Support email inbox is consistently monitored, with all incoming emails reviewed and acknowledged promptly.
6. Serve as support for the Front Office.

A. Welcome visitors

1. Prepares front reception area for daily visitors. Maintains library of information and orders additional brochures from various organizations, as necessary.
2. Greet persons entering the building, determine nature and purpose of visit, direct or escort them to specific destination or call appropriate staff member.
3. Screen staff and visitors for building entry.
4. Manage visitor log and maintain responsibility of the log in the event of a building evacuation.
5. Responsible for opening and closing the main entrance.
6. Maintain public notifications board by keeping notices current.

B. Process Mail

1. Bundle, label, and route sorted mail to designated areas depending on destinations and according to established procedures and deadlines.
2. Pick up outgoing mail daily and prepare outgoing mail, including applying postage and labels.
3. Deliver outgoing mail to post office and packages to UPS center as per business needs.
4. Order and mail postage, envelopes, and labels to staff, as needed.
5. Maintain a postage log, including quantity and costs for all postage mailed to staff.
6. Prepare checks for postage.

C. Telephone Console

I. Operate telephone console system to answer, screen, take messages and forward calls to the appropriate staff member.

II. Provide basic information about the agency such as the address, call center number, hours of operation and resources available.

III. Analyze phone inquiries to determine answers to questions from customers or members of the public.

IV. Listen to challenging callers who may be dealing with difficult situations and unhappy about their circumstances. Refers to appropriate staff member.

1. Serve as backup support to the Executive Expediter in non-confidential related duties.
2. Coordinate and notify various assigned Boards and Committees of scheduled meetings. Take and transcribe minutes. Send out meeting information to members within a reasonable timeframe.
3. Assist in maintaining the Board portal up to date.
4. Check and distribute incoming fax messages.
5. Assist in assembling material for agency outreach events.
6. Assist with all staff travel arrangements
7. Provide support to the Operations Department as needed.
8. Provides support to the Fiscal and Programs Department as well as Communications, Direct Services and Community Service Departments as needed.
9. Assist with work-related functions, including but not limited to staff meetings, retreats, and Board and Committee meetings.
10. Assist in maintaining the inventory, as well as the client and donor lists for the Sharing and Caring Closet
11. Assist in maintaining operational efficiency, safe usage, and proper upkeep of ElderSource vehicles, including tracking and managing usage logs.
12. Other Administrative support duties as assigned

II. Working Relationships

A. Management Team:

1. Provide administrative support to ensure effective management and development of staff.
2. Maintain open communication with the management team, providing support and guidance.
3. Assist in the coordination and scheduling of meetings, conference calls, and other management activities.

B. Staff:

1. Handle information requests and manage data entry to support staff in their roles.
2. Assist staff with clerical functions such as preparing correspondence, filing documents, and organizing the shared drive.

C. Visitors:

1. Greet and assist visitors, ensuring they are directed to the appropriate staff member or destination.
2. Screen staff and visitors for building entry and manage the visitor log.

D. Regulatory Bodies:

1. Ensure compliance with all legal and regulatory requirements.
2. Respond promptly to requests and operate with full transparency.

E. Operations:

1. Provide support to the Operations Department as needed.
2. Assist in maintaining operational efficiency, safe usage, and proper upkeep of company vehicles.

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

III. Supervisory Responsibilities This job has no supervisory responsibilities.

IV. Competency

To perform the job successfully, this position should demonstrate the following competencies:

A. Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

B. Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

C. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

D. Written Communication - Writes clearly and informatively; Edits own and others work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

E. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

F. Organizational Support – Follows policies and procedures; Completes administrative task correctly and on time; supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

G. Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

V. Qualifications

To perform this job successfully, this position must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

VI. Education and/or Experience

High school diploma or general education degree (GED); and two years secretarial/clerical related experience and/or training; or equivalent combination of education and experience. Administrative Support experience helpful.

VII. Language Skills

H. Ability to read and interpret documents, procedure manuals.

I. Ability to write routine reports and correspondence.

J. Ability to speak effectively before groups of customers or employees of organization.

VIII. Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

IX. Reasoning Ability

A. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

B. Ability to deal with problems involving several concrete variables in standardized situations.

X. Computer Skills

To perform this job successfully, this position should have knowledge of Database software; Internet software; Spreadsheet software and Word Processing software.

XI. Physical Demands

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, this position is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. This position must occasionally lift and/or move up to 25 pounds.

XII. Work Environment

The work environment characteristics described here are representative of those and this position encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

The noise level in the work environment is usually moderate.

Equal Opportunity Employer – ElderSource values all people in everything we do. We welcome the unique insights and perspectives of all persons in our quest to fulfill our mission.