Office Operations & Communications Specialist

Minority Business Development Center; Peoria (IL); On-site; USD 17,000 - 24,000; Full time

Benefits offered by this job

Paid Holidays

Paid Vacation

Paid Sick Leave

Personal Time Off

Bereavement Leave

Job summary

The Black Business Alliance Peoria Chapter, Inc. in Peoria, IL is seeking an organized administrative assistant to support the daily operations and assist management. You will answer calls, greet visitors, prepare reports, organize files, and help maintain communications and documentation.

Ideal candidates have a high school diploma with 5+ years in office settings, strong MS Office skills, and a courteous, professional attitude to ensure smooth, responsive service to staff and stakeholders.

Qualifications

• High school diploma with 5+ years of office experience.
• Post-secondary education in business or office management is a plus.
• Strong time management and multitasking abilities.
• Excellent phone etiquette and customer service mindset.

Responsibilities

• Answer general phone inquiries professionally and direct to staff.
• Greet clients and suppliers, prepare reports and documents.
• Maintain databases, websites, and backup electronic files.
• Schedule meetings and interviews; handle mail and supplies.
• Collaborate with staff to support organizational goals.

Skills

Time management

Organizational skills

Customer service

Phone etiquette

Multitasking

Education

High school diploma

Post-secondary education asset

Tools

MS Word

MS Excel

PowerPoint

Outlook

Internet

Constant Contact

Job description

Salary $15.00/Hour

Organizational Description

The Black Business Alliance Peoria Chapter, Inc. (BBA) is a nonprofit organization formed in 2013. Under the BBA umbrella are WPNV 106.3 LP FM, the Minority Business Development Center which operates the Regional Workforce Solutions Center. The BBA is focused on innovative ways to grow minority businesses and a skilled workforce. Our mission is to educate and empower those wishing to achieve and maintain financial independence for themselves and their community.

Job Summary

Ensure the efficient day-to-day operation of the office and support the work of management and other staff. May perform a wide range of duties including some or all the following:

Job Duties

• Answer general phone inquiries in a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with the accurate information, using email
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner
• Prepare reports, memos, and documents
• Sort incoming mail
• Prepare and send outgoing mail
• Reply to emails and social media activity in a timely manner
• Forward voice mail from the general mailbox to the appropriate staff member
• Forward incoming general e-mails to the appropriate staff member
• Receive and store office supplies
• Monitor and ensure the accuracy of the organization's databases, websites
• Back-up electronic files using proper procedures
• Provide administrative support to management and other staff
• Schedule meeting and interview arrangements for staff
• Ensure the timely distribution of material
• Maintains the cleanliness and order of the office space
• Other duties as assigned

Qualifications/Skills

• Excellent time management skills and organizational skills
• Strong inclination for customer service and interpersonal skills
• Ability to pay attention to detail with an extraordinary ability to multitask
• Excellent phone etiquette: Polite, clear, and compelling communication skills

Education

• High school diploma and minimum 5 years’ experience in an office setting with increasing responsibilities
• Post-secondary education in business, computers, or office management is an asset

Required Knowledge

• Microsoft Word, Excel, PowerPoint, Outlook E-mail, Internet, Constant Contact experience
• Computer literacy, Voice messaging systems, Fax/Copier/Scanner

Additional Responsibilities

• Willingly step up to take on new responsibilities or to help a co-worker complete a task.
• Work collaboratively with others to achieve identified goals and objectives.
• Communicate effectively, both verbal and in writing. Share information and demonstrate the ability to listen openly and empathetically to others.
• Contribute to a positive work environment
• Comply with organization policies and procedures.
• Contribute to fulfilling the organization’s mission, vision, and core values by incorporating them into daily practice.
• Effective time management; assess and prioritize tasks and work within deadlines to complete tasks.

Requirements

• Must have a valid Driver’s license, acceptable driving record, and deemed insurable.
• Ability to read and implement grant agreements and regulations
• Ability to communicate clearly and professionally
• Punctuality is the key to success in this position

Benefits (refer to the employee manual for applicable benefits/timing)

• Paid Holidays/Paid Vacation
• Paid Sick Leave
• Personal Time Off
• Bereavement Leave

IN-PERSON APPLICATIONS ARE BEING ACCEPTED AT OUR OFFICE LOCATED 2139 SW ADAMS ST. PEORIA, IL 61602 * 309-966-3989