Description

Employee Classification: Non-Exempt

Department: Administration

Shift: Generally, First Shift

Schedule/Hours required per week: Generally, M-F; 8 hour days; 40/week

Reports to: Director of Operations

General Purpose

The Administrative Assistant directly supports administrative functions and on-site needs of the agency. This position is responsible for data entry, reception coverage, and other administrative tasks.

Essential Functions of the Job

• Schedule and coordinate all relevant activities for internal and external meetings for senior leadership team and Board of Directors including:
  • Coordinate all logistics (such as space reservations)
  • Prepare well-organized and accurate materials including agendas, supporting materials, and PowerPoint presentations as may be requested
  • Confirm relevant details with attendees
  • Transcribe accurate and complete meeting minutes, and
  • Send acknowledgments or necessary follow-up communications after same
• Enter data with a high degree of accuracy and efficiency
• Prepare and send correspondence including donation acknowledgment letters
• Assist with general communications related to development and volunteer activities including promptly responding to inquiries via email and phone
• Serve as primary back up to cover reception area duties as needed including answering phones, greeting and logging clients and other visitors, sorting and distributing mail, accepting deliveries (including donations), accepting/logging rent payments, and prepping deposit slips for same
• Receive, sort, and distribute in-kind donations to appropriate program areas
• Serve as occasional on-site point of contact for volunteer groups, community partners, and meal donations
• Assist with general administrative duties including scanning documents, making copies, collating program materials, filing, stocking supplies etc.

Marginal Functions of the Job

• Light office/administrative duties including answering telephones, preparation of correspondence, scheduling, data entry, and other computer-based tasks
• Occasional assistance with internal and external events to support leadership team, Board of Directors, and development-related efforts
• Other duties as may be periodically or permanently assigned

Other Skills Required

• Ability to work independently, accurately, and efficiently with minimal oversight
• Ability to work collaboratively with other team members
• Ability to maintain a warm, professional, and respectful manner
• Ability to transition between projects throughout the day and multi-task when needed
• Ability to handle confidential information appropriately
• Ability to work well in a multicultural environment
• Ability to respond promptly and reliably to requests from team and management

Working Conditions and Physical Requirements

Able to:

• Tolerate occasional hot or cold days
• Sit / stand for extended periods of time including alternating sitting or standing at will
• Lift and up to 25 pounds on a regular basis and 40 pounds on occasion
• Ascend and descend stairs using feet and legs
• Bend, stoop, twist, squat, and kneel to perform essential functions
• Reach overhead, and at or below shoulder level
• Read and enter text or data into a computer or other system
• Seize, hold, grasp, turn, or otherwise work with hands
• Touch, pick, punch or otherwise working with fingers
• Hear, understand, and distinguish speech and/or other sounds in order to communicate with clients and/or colleagues
• Express or exchange ideas by means of spoken word to impart oral information to clients, colleagues, or the public and convey detailed spoken instructions to others accurately, loudly, or quickly
• See clearly at approximately 20 inches or less including use of computers or tablet
• Visually identify clients and others
• Adhere to expectations of a nonsmoking work environment
• Very occasional after-hours or weekend availability
• Valid Wisconsin driver’s license
• Access to personal vehicle during working hours
• Auto insurance coverage with the following limits:100k per person bodily injury/300k per accident bodily injury limit/100k property damage liability

Qualifications

Qualifications and Requirements

• High school degree or equivalent required, Associates Degree or BA preferred
• 1 years of office support/clerical preferred
• Must have a car, valid driver’s license, and insurance
• Strong oral, written, and interpersonal skills
• Strong organizational skills and work history
• Proficient computer skills including strong typing abilities and experience working with Microsoft Office Suite products including Word, Excel, Adobe, PowerPoint and other applications required