Administrative Assistant

Porter-Leath; Memphis (TN); On-site; USD 25,000 - 27,000; Full time

Job summary

Porter-Leath in Memphis, TN seeks an Administrative Assistant to provide comprehensive clerical and administrative support to the site under the Site Manager. The role includes translations (Spanish/English), data entry, filing, mail handling, and meeting coordination.

Qualifications include a high school diploma or GED and at least 2 years in an office setting, preferably in a nonprofit. Strong communication, organization, and teamwork are essential for success in this busy environment.

Qualifications

• HSD or GED is required.
• Minimum 2 years related professional work experience in an office.
• Previous experience with a non-profit organization is preferred.

Responsibilities

• Provide translation services verbally and in writing as needed.
• Type letters, memos, and reports; prepare and mail packets.
• Create newsletters and flyers; manage filing/retrieval systems.
• Accept payments; make copies; route mail; input data into databases.
• Maintain departmental resources files; update lists and forms.
• Attend meetings and record minutes when requested.
• Screen calls, take messages, and refer to staff.
• Maintain and compile departmental statistical reports.
• Monitor office supplies and place orders; track deliveries.
• Manage department calendar; help arrange meetings and travel.
• Communicate issues to supervisor; support special projects.

Skills

Translation services (Spanish/English)

Office procedures

Customer service

Written & verbal communication

Multitasking

Teamwork

Education

High School Diploma or GED

Tools

Word processing

Spreadsheets

Database management

Email

Calendar management

Internet

Job description

Description

Under the direction of the Site Manager, the Administrative Assistant provides administrative/clerical support to the site.

Qualifications

• HSD or GED is required.
• Minimum 2 two years related professional work experience within an office environment is required.
• Previous experience with a non-profit organization is preferred.

Supervisory Responsibility

This position does not include any supervisory responsibilities.

Essential Functions

• If applicable, provide translation services both verbal and written in Spanish/English, and vice versa.
• Clerical duties include typing of letters, memos, and reports using a computer; preparation and mailing of packets; creating newsletters/flyers; establishing and effectively using filing/retrieval systems; accepting payments; making copies; routing incoming/outgoing mail; inputting data into database systems and sending late notices for deficient accounts.
• Maintain up-to-date departmental resources files, parent and community mailing lists, assist w/wait lists, phone lists, update CLASS Dojo, form letters, and forms.
• Assure the security of the clients, staff, and center resources by greeting visitors and directing authorized individuals to proper locations.
• Attend meetings and record minutes as requested.
• Answer and screen phone calls for the department, take messages and refer calls/messages to the appropriate staff member.
• Maintain and compile departmental statistical reports and records using a computer.
• Maintain office supplies inventory by checking stock levels regularly, anticipating needed supplies, placing and expediting orders, and verifying receipt of supplies.
• Maintain a calendar for the department and assists with arranging meetings, conferences, teleconferences, and travel.
• Keep supervisor informed of all issues in a timely and concise manner. Assist with special projects as assigned by the Site Manager.
• Contributes to team effort by performing other duties as assigned.

Requirements

Knowledge, Skills & Abilities

• Knowledge of office procedures and troubleshooting.
• Good written and oral communication skills to include telephone skills and manners.
• Excellent customer service skills.
• Computer skills: word processing, spreadsheets, database management, e-mail, calendar, Internet, etc.
• Organizational skills to determine workload priorities and complete a variety of tasks comprising a heavy workload on time.
• Skill to evaluate given information, research additional information needed, and evaluate and compile the information.
• Recordkeeping/writing skills to maintain accurate, up-to-date logs so that information is readily researched and retrieved.
• Ability to multitask in a busy environment.
• Ability to maintain confidentiality and objectivity.
• Ability to work as a team player to interact and assist all employees as necessary.

Physical Requirements

Occasional routine deadlines with usually sufficient lead time. The noise level in the work environment is usually moderately performed in a comfortable indoor facility. Requires frequent sitting, handling objects with hands, talking, hearing, and reaching. Requires occasional standing, walking, lifting/moving up to 10 pounds. Specific vision abilities required by this job include close vision and color vision. This is a non-smoking workplace/smoke-free environment.

Special Conditions

Must have and maintain reliable transportation, valid vehicle registration, and state appropriate level of insurance.

Salary Description

$18.09 - $19.90