Description

Administrative Assistant

Your skill set includes solving problems with curiosity and action. You know how to utilize your resources, technology, relationships, and communication skills, to keep yourself organized, efficient, and in action. You appreciate being in service to staff and visitors and showing up as someone who can present a welcoming introduction to Free Arts. You can also contagiously share a “can-do” attitude with our staff, volunteers, and children we serve!

If this describes you, read more about what you will do as the Administrative Assistant. We are looking for the right person to provide support for the Operations department’s daily administrative activities while serving the organization by staffing the reception desk to greet and provide excellent customer service for visitors, callers, and general emails to Free Arts.

About your role and responsibilities

Service Orientation

You create a welcoming, professional, and positive demeanor as the first point of contact for the organization including telephones calls, reception desk, and email. Greeting program participants, volunteers, donors, and public, during our regular business hours Monday through Friday. You also anticipate staff needs and work to fulfill those needs including office supply orders, trouble-shooting office/computer equipment issues, and routing staff recognition items (such as birthday cards, special occasion notes, etc.)

Your passion for supporting with service in a professional and positive manner is unmatched. You maintain and organize supplies for our general copy room, facilities & room usage, and digital files, as well as support other departments such as development or programs in receiving & processing donations. You are contagiously sharing a “can-do” attitude with your peers and constituents of Free Arts!

Detail Orientation

You support the operations manager director, and department by setting up for department and all staff meetings including updating & distributing agendas, taking accurate notes during meetings, and updating action items for staff. You also have a sharp eye for details as you maintain the info@freearts general email inbox and news@freearts org calendar inbox. You route emails and calls appropriately or answer them directly to provide the best Free Arts experience, as well as log calls, emails, and other interactions with constituents, in the CRM Salesforce so that other staff can stay up to date in connecting with constituents.

You have a knack for ensuring tasks are completed through doing, monitoring, and checking your work and information. You support the operations department in onboarding of our newest employees by assisting in the setup of their materials and training on the use of office tools & equipment. Your abilities in supporting fellow staff members are a strength and an asset. Folks know they can come to you for help first, and that you'll take the time to aid them in direct support or getting their support question to the right operations staff member.

Organizational Competencies

• Mission Focused - Promote the transformative nature of resilience-building arts programs and advocates for the interests for children & partners.
• Communicate Effectively - Ensure that others involved in a project or effort are kept appropriately informed.
• Instills Trust - Consistently deliver on commitments, demonstrating both competence and credibility internally and externally.
• Collaborative - Prioritize organization and group objectives over individual goals.
• Self-Management - Demonstrate the ability to maintain composure.

Position details include

• Reports to: Operations Manager
• Employment status: Full-time nonexempt
• Supervises others: No

Salary & Benefits

Free Arts utilizes a comprehensive salary and benefits package to support employees with fair wages that is equitable in our sector, where our employees live, and in our economy.

• Starting salary for this position is $37,000 ($17.79 per hour, 40 hours per week)

Employee Insurance

We ensure our employees have access to health coverage by fully paying the cost of each employee’s health, dental, and AD&D monthly premiums for full-time staff members on our base plans, a value up to $7,215 annually*. Dependent(s) and spouse or domestic partner can all be added at staff member’s expense. Coverage starts on the first of the month following 60 days of employment. We also offer additional insurance products that each employee can choose to purchase to meet their personal needs.

We offer professional development opportunities to every position, and we allow flexibility to employees in both the way they work and the work they do. To encourage a work-life balance we offer individual teleworking and flexible work schedules for eligible positions. Telework is only available within the Free Arts service area, currently Maricopa County and surrounding areas.

Time Off

Taking time off is important and having access to paid time off to support your needs is a priority to Free Arts. We support these needs with:

• Vacation: 12 days a year, accrued one day a month, with accrual rate increases after each two years of service
• Sick time: 12 days a year, accrued one day a month
• Sabbatical: A three-week, unpaid sabbatical can be requested after ten (10) continual years of fulltime employment
• Holidays: 13 paid holidays recognized each year
• No Meeting Days - We identify additional days recognized as holidays or significant/special days to allow staff to use their vacation time without the fear of missing important meetings or connections. Examples include Yom Kippur, Election Day, and Winter Solstice.

*Rate based on a 12-month billing cycle, actual amount based on several factors including start date, cost of AD&D plan, and employer contributions at that time. A comprehensive guide and further details are available upon request.

Requirements

• One year of practical work experience in a business setting or commensurate experience.
• Proficient understanding and ability to use Microsoft applications
• Must be able to have access to and provide reliable transportation for self. An AZ driver’s license and proof of insurance is required for qualifying mileage reimbursements.
• Must be able to obtain and hold an Arizona Department of Public Safety (DPS) Fingerprint Clearance Card prior to start of employment.

Education & Certifications

• This position does not require any level of education or degree completion.

Preferred Qualifications

The following qualities and experience in addition to the years of experience are highly desirable:

• Reception and/or non-profit work experience.
• Ability to read and write in Spanish.
• Proficiency and experience with CRM software Salesforce Nonprofit Success Pack or similar nonprofit CRM.

Environmental Requirements

• Must be able to regularly work in a well lit, temperature controlled work area.
• Must be able to work a mix weekdays and weekends.
• Must be able to work in an open area with other employees and volunteers 80% of the time.
• Must be able to obtain and hold a Fingerprint Clearance Card to be present around the children we serve.

Physical Requirements

• Must be able to remain in a stationary position 90% of the time using a computer.
• Must be able to identify and asses written materials including fine print.
• Must be able to position self to maintain files, supplies, document boxes, and other materials up to 25 pounds as needed.
• This person frequently interacts with constituents about the mission and vision of Free Arts. Must be able to exchange accurate information in these situations.