General Office Duties

• Greet and assist all visitors to the office while maintaining confidentiality.

• Answer incoming telephone calls daily, route calls to appropriate staff and/or take and distribute detailed and accurate messages to staff as needed.

• Serve as back up to the SPOE office assistant

• Assist with maintenance of the Copy/Print/Fax machine and be the liaison with the copy vendor. Maintain an IT closet and communicate with the IT consultant about any IT issues.

• Follow HIPAA guidelines always. Since the workspace is in the public, HIPAA protected files must be managed appropriately and put away daily.

• Filing, Scanning, errands and other basic administrative duties as needed for the executive team members.

• Maintain Postage as needed and distribute mail daily. Take mail down to the mailbox and coordinate any shipping needs.

• Records minutes from quarterly Easterseals Louisiana Board of Directors meetings

• Coordinate Board Meeting setup to include room reservations, AV, and food and beverages.

• Maintain Board of Director roster and letterhead and distribute annually as required.

• Communicate with the Board of Directors as requested by the CEO to include meeting invites, emails and providing copies of any documents needed for meetings.

• Assist with fundraising events as needed.

• Complete Building maintenance request and be the building liaison.

• Order name tags and branded materials

• Reserve conference room as needed.

• Issue keys, and manage parking access for all office team members.

• Ensure office supplies are maintained to include the Kitchen.

• Member of the office Hype Team assisting with coordination of office gatherings.

• Assist with referring callers to any resources needed.

• Schedule and invite all corporate office teams to staff meetings as needed.

• Be the safety team representative and train any new hires on proper safety procedures. As well as ensure all drills are completed and documented as required. Ensure first aid supplies are maintained.

• Ensure cleanliness of common areas to include; front desk, kitchen, sitting area, boardroom and copy area.

Accounting Related Duties

• Maintaining documentation for accounts payable and accounts receivable

• Performing monthly balance sheet reconciliations

• Provide support as needed for payroll backup

• Logs incoming checks

• Fills out Bank deposits

Southern Housing Programs and Mental Health First Aid Support

• Assist in administrative components of contract (Finding Trainers, Scheduling Classes)

CEO, COO & VP SUPPORT

• Assist with Annual Medicaid/Vendor Recerts

• Special projects as necessary