SIL Administrative Assistant

Volunteers of America North Louisiana; Shreveport (LA); On-site; USD 28,000 - 36,000; Full time

Job summary

Volunteers of America North Louisiana is seeking an experienced administrative assistant to greet staff and clients, answer calls, and support daily office operations in Shreveport. You will handle mail, distribute checks, prepare training packets, manage forms, schedule trainings, and ensure office equipment and supplies are stocked, enabling programs to run smoothly.

Strong computer skills with Word, Excel, and Outlook are required, along with a High School diploma or GED and at least two

Qualifications

• High School grad or GED.
• Minimum of 2 years administrative experience.
• Typing and excellent computer skills.
• Must know how to use Word, Excel and Outlook.

Responsibilities

• Greet staff and clients as they arrive and assist with their needs.
• Answer incoming calls for the program/agency.
• Receive medication from Vendor, sign for it, and store it securely.
• Go to main office to collect mail and distribute it.
• Collect daily logs and file by client name and date.
• Schedule trainings, program presentations and orientation classes.
• Maintain office equipment and supplies and ensure copier/scanner are functioning.
• Process mileage forms and submit to accounts payable by due date.
• Participate in Safety Committee meetings and update staff via bulletin board.

Skills

Administrative experience

Microsoft Office

Attention to detail

Customer service

Education

High School diploma or GED

Tools

Word

Excel

Outlook

PowerPoint

Job description

• Greet incoming staff and clients as they come into the office. Assist staff/clients with their needs while in the office. Answer incoming calls for the program/agency.
• Receive medication from Vendor. You must sign for medication and store

ESSENTIAL FUNCTIONS:

• Greet incoming staff and clients as they come into the office. Assist staff/clients with their needs while in the office. Answer incoming calls for the program/agency.
• Receive medication from Vendor. You must sign for medication and store

in a safe place. Hand out medication to staff/clients; make sure they follow the correct procedure to sign medicine out.

• Go to the main office to collect mail. Distribute mail accordingly.
• Go to main office to pick up client checks, make sure staff/client follow the correct procedure to sign out checks.
• Create packets for logs, new hires, program presentation and orientation.

Keep all blank forms (progress notes) printed and available to staff. Create binder templates for office books and home books.

• Schedule all trainings, program presentations and orientation classes.
• Ensure office is functioning properly by making sure the office is accessible to client’s needs, maintaining copier/scanner/printer operation and supplies.
• Collect and process mileage sheets – make sure form is complete, calculate totals, scan to accounts payable by the due date.
• Collect daily logs and file by client name and date.
• Engage in trainings within our company and be a part of weekly staff meetings,

train new employees on Paycor and mileage.

• Participate as member of Safety Committee, which requires participation in monthly meetings, leading all site safety drills, and communicating information to program staff.
• Update Bulletin Board – with training, awards, birthday etc.
• Other duties as assigned

MINIMUM EDUCATION, CERTIFICATION, AND EXPERIENCE:

• High School grad or GED
• Minimum of 2 years administrative experience
• Typing and excellent computer skills
• Must know how to use Word, Excel and Outlook

OTHER REQUIREMENTS;

If driving frequently for VOANLA business:

• MVR background check
• Maintain valid driver’s license
• Maintain vehicle liability insurance if driving personal vehicle.