Administrative Assistant, Hotline

Childhelp; Scottsdale (AZ); On-site; USD 42,000 - 56,000; Full time

Job summary

Childhelp in Scottsdale, AZ is seeking an Administrative Assistant for the National Child Abuse Hotline to support daily operations and assist the Hotline Leadership Team. The role includes coordinating meetings, handling correspondence, processing contracts with Adobe, and maintaining organized files.

You will contribute to data coordination, help with program manuals and templates, and support events and notifications.

Qualifications

• High school diploma or GED required.
• Minimum two years of related experience.
• Clear fingerprint background screening through the Department of Justice, FBI and Child Abuse Index.

Responsibilities

• Attends and takes minutes for meetings and trainings such as individual 1:1, all-staff meetings, and supervisory team meetings, as necessary
• Prepares routine and individualized correspondence, including letters and email to internal and external audiences
• Process contracts and other documents, using Adobe to merge, request signatures, and archive following organizational processes
• Provides support for administrative activities/events, such as monthly help seeker stories and payroll support
• Prepares and processes external notifications to outside agencies
• Creates and maintains electronic files with all paperwork and written reports
• Assists in writing, designing and implementing templates, forms, processes and tools to be used within the program
• Prepares programmatic manuals, policies and procedures for review by program leadership

Skills

Verbal and written communication

Interpersonal skills

Microsoft Office proficient

Adobe Acrobat

Word processing

Spreadsheets

Education

High school diploma or GED

Tools

MS Office

Outlook

Word

Excel

PowerPoint

Adobe Acrobat

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant, Hotline

Scottsdale, AZ, US

30+ days ago Requisition ID: 1944

Position Summary:

Responsible for the administration and coordination of the day-to-day functions of the Childhelp National Child Abuse Hotline, as well as direct administrative support to the Hotline Leadership Team.

This position does not have direct reports.

This is a grant funded position.

Essential Functions:

Provides administrative support for program leadership through a variety of activities including facilitation of meetings, training, and coordinating special projects by carrying out the following duties.

% of Time

Standard Administrative Work

• Attends and takes minutes for meetings and trainings such as individual 1:1, all-staff meetings, and supervisory team meetings, as necessary
• Prepares routine and individualized correspondence, including letters and email to internal and external audiences
• Process contracts and other documents, using Adobe to merge, request signatures, and archive following organizational processes
• Provides support for administrative activities/events, such as monthly help seeker stories and payroll support
• Prepares and processes external notifications to outside agencies
• Creates and maintains electronic files with all paperwork and written reports
• Assists in writing, designing and implementing templates, forms, processes and tools to be used within the program
• Prepares programmatic manuals, policies and procedures for review by program leadership

45%

E, 1, 2, 4, 5

Data Coordination

• Perform data entry and administrator approvals as needed for resource database
• Collects data and disseminates to appropriate parties as scheduled or needed.
• Supports the development of various reports, including monitoring of open cases daily.
• Conducts research as needed through internet searches for various projects

50%

E 1, 2, 3, 4, 5

Other

Performs other related duties, as assigned by the Program Director

5%

NE

Requirements

• High school diploma or general education degree (GED)
• Minimum two (2) years of previous related experience
• Clear fingerprint background screening through the Department of Justice, FBI and Child Abuse Index

Skills

• Strong verbal, written, and listening communication skills to include communicating clearly, effectively, tactfully, and patiently to a diverse population.
• Strong interpersonal skills and demeanor with the ability to build rapport and garner trust with others.
• Advanced word processing, spreadsheet, and graphics software skills, e.g., in the use of MS Office Applications such as Outlook, Word, Excel and Power Point. Advanced skills in Adobe Acrobat.
• Proficient in the use of a PC; in a Windows environment; and in the use of the Internet

Abilities

• Ability to work independently and collaboratively as part of a team.
• Ability to maintain confidentiality
• Ability to understand and solve problems by applying basic analytical skills to include undertaking a process of information and data collection and analysis for integration purposes; Identifying and making sets of information and determining their relationships; codifying this data to detect trends and issues in the data and information in a logical and factual manner; making logical deductions from data; and identifying a solution for resolving the problem.
• Willingness and ability to embody Childhelp’s core values of Acting with Honor and Character, Being Open and Receptive, Caring About and Relating to Others; Nurturing Diverse Relationships; Performance Excellence; and Inspirational Leading & Managing

Physical Demands

• Ability to frequently walk, bend, see, hear, speak, physically flexible, drive, stand; occasionally sit, push/pull stoop, lift up to 25 lbs., carry up to 25 lbs., run, kneel, squat, reach overhead; seldom climb.
• The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).