Description

The Administrative Assistant is responsible for providing administrative support to all programs, including providing support to managers to fulfill contractual data requirements. This position will also manage general office needs such as communication with outside needed vendors, managing fleet vehicles, building maintenance, etc.

Essential Duties and Responsibilities:

• Create and maintain necessary records, reports, and case files as required by programs
• Answer telephone routine inquiries; this includes call routing; taking messages; providing general information
• Monitor and maintain office supply inventory
• Act as the point person for maintenance, mailing, shipping, supplies, equipment, and invoices
• Coordinate with IT department on all office equipment
• Archive files and data
• Supports newly hire staff with guidance on EBF equipment and office procedures.
• Route incoming/outgoing mail
• Assist in maintaining a safe and secure working environment
• Manage relationships with vendors and service providers, ensuring that all items are invoiced and paid on time
• Provide general support to visitors
• Complete program specific assigned tasks
• Distribute correspondence material to department staff
• Perform a variety of routine typing assignments as appropriate to the position
• Copy materials as requested
• Ensure that office equipment is in good working order by working with vendors
• Ensure security, integrity, and confidentiality of data
• Manage Outlook calendars for reserving agency vehicles
• Run various routine errands - as required -- for the programs
• Any other duties as assigned.

Requirements

Required Skills/Knowledge/Abilities:

• Intermediate working knowledge of Microsoft Word, Excel, and Access
• Intermediate knowledge of video conferencing using systems such as, but not limited to, Skype, GoToMeeting, etc., and ability to troubleshoot such systems
• Ability to communicate effectively and professionally at all levels
• Knowledge of HIPAA regulations
• Ability to adapt to fast-paced environment
• Ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Work independently for long periods of time and with minimal supervision
• Bilingual in Spanish/English preferred, not required.

Minimum Requirements: or equivalent combination of education and experience

• Clean criminal background check and the ability to obtain and maintain a level one clearance card.
• Produce and maintain a valid Arizona driver license and a clean driving record
• Obtain a level one fingerprint clearance card
• High School diploma
• 2 years’ experience in office management

Physical requirements:

• Must be able to utilize Personal Protective Equipment (PPE), such as face mask, gown, goggles and gloves, for any amount of time necessary to provide a physical barrier to protect the employee and others.
• Must be able to remain in a stationary position.
• Must be able to operate a computer, phone and other office equipment.
• Must be able to stoop, squat, reach, stretch, ascend and descend stairs.
• May work in an office setting.

Psychological Requirements:

• Must be able to remain calm, non-defensive with a supportive attitude during stressful, potential crisis, and crisis situations.
• Must be able to work in an extremely stressful environment where there are considerable mental and emotional demands. Must be able to manage high volumes and unpredictability of work.
• Must be able to remain flexible and reprioritize according to the changing demands of the day.
• Must be able to manage stress in a fast-paced, unpredictable, intense setting.
• Must be able to adapt to diverse cultural environments and communicate in a culturally inclusive manner.
• Must be able to represent Easterseals Blake Foundation in a professional manner in all situations.

Easterseals Blake Foundation is an EEO/AA/Vet/Disabled Employer