Administrative Assistant

Porter-Leath; United States; On-site; USD 34,000 - 42,000; Full time

Job summary

Porter-Leath is seeking an Administrative Assistant to provide administrative and clerical support under the direction of the Site Manager. The role includes translation services, document production, mailing, and file management in a non-profit setting.

The position requires a high school diploma or GED and at least 2 years of office experience; non-profit experience is preferred. You will greet visitors, manage communications, and assist with meetings and travel arrangements.

Qualifications

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

Responsibilities

• Provide translation services, verbal and written, in Spanish/English where applicable.
• Perform clerical duties: typing letters, memos, reports; prepare and mail packets; create newsletters/flyers; maintain filing systems; copy; process mail; input data into databases.
• Maintain up-to-date departmental resources files, mailing lists, phone lists, forms.
• Greet visitors and direct authorized individuals to proper locations to ensure safety and security.
• Attend meetings and record minutes when requested.
• Answer and screen calls, take messages, and route to appropriate staff.
• Maintain and compile departmental reports and records using a computer.
• Manage office supplies inventory and place orders as needed; verify receipt of supplies.
• Maintain departmental calendar; arrange meetings, conferences, teleconferences, and travel.
• Keep supervisor informed of issues; assist with special projects as assigned by the Manager.
• Contribute to team effort by performing other duties as assigned.

Skills

Office procedures

Written and verbal communication

Customer service

Computer skills

Organizational skills

Recordkeeping/writing

Multitasking

Team player

Confidentiality

Education

High school diploma or GED

Tools

Word processing

Spreadsheets

Database management

Email

Calendar

Internet

Job description

Description

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

Requirements

• 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

1. If applicable, provide translation services both verbal and written in Spanish/English, and vice versa.
2. 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; making copies; routing incoming/outgoing mail; inputting data into database systems.
3. Maintain up-to-date departmental resources files, parent and community mailing lists, phone lists, form letters, and forms.
4. Assure the security of the clients, staff, and center resources by greeting visitors and directing authorized individuals to proper locations.
5. Attend meetings and record minutes as requested.
6. Answer and screen phone calls for the department, take messages, and refer calls/messages to the appropriate staff member.
7. Maintain and compile departmental statistical reports and records using a computer.
8. Maintain office supplies inventory by checking stock levels regularly, anticipating needed supplies, placing and expediting orders, and verifying receipt of supplies.
9. Maintain a calendar for the department and assist with arranging meetings, conferences, teleconferences, and travel.
10. Keep supervisor informed of all issues in a timely and concise manner. Assist with special projects as assigned by the Manager.
11. Contributes to team effort by performing other duties as assigned.

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.

NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be constructed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Duties, responsibilities, and activities may change at any time with or without notice.