Administrative Assistant (Generations)

Porter-Leath; Memphis (TN); On-site; USD 28,000 - 42,000; Full time

Job summary

Porter-Leath is seeking an Administrative Assistant to support the Generations program. The ideal candidate will have a high school diploma or GED and at least two years of office experience, with nonprofit exposure considered a bonus.

Responsibilities include clerical tasks, data entry, meeting coordination, and volunteer training support. A reliable team player who can handle confidential information is essential.

Qualifications

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

Responsibilities

• Clerical duties include typing letters, memos, and reports; preparing and mailing packets; creating newsletters/flyers; filing and data entry.
• Maintain updated departmental resources, mailing lists, phone lists, forms, and letters.
• Attend meetings and record minutes as requested.
• Assist in orientation and training for volunteers.
• Maintain records and prepare reports on attendance, transportation, and volunteer benefits.
• Process background checks.
• Maintain and compile departmental reports using a computer.
• Manage department calendar and arrange meetings and travel.
• Keep supervisor informed of issues in a timely manner.
• Assist with special projects as assigned by the Director.
• Contribute to team efforts by taking on other duties.

Skills

Office procedures

Customer service

Multitasking

Written & oral comms

Data entry

Education

High School Diploma or GED

Tools

Microsoft Word

Spreadsheets

Database management

Job description

Under the direction of the Generations Director, the Administrative Assistant provides administrative/clerical support to the Generations program.

QUALIFICATIONS:

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

Requirements:

Supervisory Responsibility

This position does not include any supervisory responsibilities.

Essential Functions

1. 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; and inputting data into database systems.
2. Maintain up to date departmental resources files, community mailing lists, phone lists, form letters, and forms.
3. Attend meetings and record minutes as requested.
4. Assist in planning and organizing orientation and ongoing training for volunteers.
5. Assist with the maintenance of records, preparation of reports covering attendance, transportation, and benefits for volunteers.
6. Process all background checks.
7. Maintain and compile departmental statistical reports and records using a computer.
8. Maintain a calendar for the department and assists with arranging meetings, conferences, teleconferences, and travel.
9. Keep supervisor informed of all issues in a timely and concise manner.
10. Assist with special projects as assigned by the Director.
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 in a timely manner.
• 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

The noise level in the work environment is usually moderate 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 20 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.

Equal employment opportunity, including veterans and individuals with disabilities.

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