Description

Job Title: Administrative Assistant
Reports To: Chief Executive Officer
FLSA Status: Non-Exempt
Summary: 
Administrative Assistant ensures the efficient day-to-day operation of the office, and support the work of management and other staff, and has the ability to work well as a team, exhibit integrity, use good judgment and keep confidential information.
Essential Duties and Responsibilities include the following. Other duties may be assigned

Reception
Answer general phone inquiries using a professional and courteous manner
Direct phone inquiries to the appropriate staff members
Reply to general information requests with the accurate information
Greet clients/suppliers/visitors to the organization in a professional and friendly manner
Office administration
Use computer word processing, spreadsheet and database software to prepare reports and documents
Draft minutes at various monthly management meetings for CEO and CFO
Provide secretarial and administrative support to management and other staff, which includes running daily errands to pick up and deliver mail, business documents and run deposits to bank
Sort incoming mail, faxes, and courier deliveries for distribution
Operate copier, prepare and send outgoing faxes, mail, and courier parcels
Forward incoming general e-mails to the appropriate staff member
Forward voice mail from the general mailbox to the appropriate staff member
Update and ensure the accuracy of the organization's databases and ensure electronic files are backed up
Make travel, meeting and other arrangements for staff
Coordinate the maintenance of office equipment
Assist with financial management
Use computer software to prepare invoices, financial statements and assist with financial reports
Code and file financial material according to established records management procedures
Prepare accurate bank reconciliations and deposits and administer petty cash according to procedure

Requirements

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience:
High school diploma or general education degree (GED) plus two (2) years of specialized training provided through college, seminars, workshops, in-service, or on-the-job training; and two (2) years of directly related experience; or an equivalent combination. Experience using Word to draft meeting minutes, write reports and correspondence, and experience working with high level Board Members and other Professionals.
Competency:
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; works well in group problem solving situations; uses reason even when dealing with emotional topics.
Customer Service - Manages difficult or emotional customer/patient situations; responds promptly to customer/patient needs; meets commitments.
Interpersonal - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
Team Work - Contributes to building a positive team spirit; supports everyone's efforts to succeed.
Written Communication - Writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively; able to read and interpret written information.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.
Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments.
Judgment - Exhibits sound and accurate judgment.
Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; monitors own work to ensure quality.
Quantity - Meets productivity standards; completes work in timely manner.
Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions.
Language Ability:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write and to speak effectively before customers/patients or employees.
Math Ability:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills:
To perform this job successfully, an individual should have knowledge of Microsoft Word; Microsoft Excel; and Internet Explorer. Accuracy in typing is essential to successful performance of assigned duties.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment is a typical office setting with appropriate climate controls. The noise level in the work environment is usually moderate. This is not an OSHA high risk position.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must have a car and the ability to drive for errands. Must be able to frequently lift and /or move from 10 – 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit, talk, walk, stand, hear, use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.