POSITION SUMMARY:

Reporting to the Office Manager, the Administrative Assistant works as a member of the Office Services team and provides a wide variety of administrative tasks in support of the various agency departments. 

Note: This position is office based, Monday - Friday, 9:30 - 5:00.

RESPONSIBILITIES INCLUDE:

• Provide administrative support to agency staff including
  • Word process and edit documents in Word,
  • Create and edit spreadsheets in Excel,
  • Create and edit PowerPoint presentations,
  • Create and edit newsletters, etc. in Publisher, 
  • Input data entry and manage database as requested.
• Order general office supplies, office equipment & furniture for Agency.
• Maintain office equipment and contact vendors for repairs as needed. 
• Maintain and stock kitchen, supply and storage areas for the agency.
• Unpack and store materials and supplies for the agency.
• Help with the set-up and breakdown of meetings and events, including but not limited to:
  • Arrange tables, chairs, beverages and food as requested.
  • Set up PowerPoint presentations.
  • Set up conference calls.
  • Set up laptop and ensure audio/visual is ready for the meeting or event. 
• Scan and maintain confidential client files and documentation into electronic database.
• Provide back up to receptionist as needed.
• Assist with maintaining the central filing system.
• Maintain an organized work environment.
• Responsible for ensuring that all confidential materials and client files are secured at all times, and are locked at the end of the day
• Provide back up for board meetings.
• Assist with other administrative tasks as requested.

COMPETENCIES NEEDED:

• Consumer/Customer Service Orientation: Communicates well with internal/external stakeholders. Responds to requests in a timely, positive, and thorough manner to ensure consumer satisfaction.
• Communication: Listens, speaks, and writes clearly and concisely. Ensures all involved are kept informed about developments and plans. Keeps manager informed about progress and problems.
• Cooperation/Teamwork: Strong interpersonal skills; responds positively to instructions and procedures. Shares critical information with everyone involved in a project; works effectively on projects that cross functional lines.
• Critical Thinking/Problem Solving: Breaks down a situation into smaller pieces to identify key or underlying issues. Recognizes and accurately evaluates the signs of a problem and notifies supervisor in a timely manner.
• Project/Work/Time Management: Identifies critical tasks and activities and adjusts priorities when appropriate. Coordinates own with others’ schedules to avoid conflicts. Manages workflow to meet project deadlines.
• Quality of Work: Maintains high standards. Corrects own errors and consistently produces accurate, thorough, professional work.
• Quantity of Work:  Produces an appropriate quantity of work. Able to manage multiple simultaneous projects across varying deadlines.

QUALIFICATIONS:

• Associates Degree or business school background required, Bachelor's Degree preferred.
• 3 - 5 years of recent, related Administrative Assistant experience required.
• Good telephone, interpersonal, customer service skills and calm demeanor required.
• Proficient computer skills required including demonstrated competence in MS Office including Word, Excel, Outlook, Access, Publisher, and database management as well as Adobe Acrobat.
• Excellent written and verbal communication skills, with the ability to communicate and interact effectively with all levels of personnel.
• Excellent proofreading skills required.
• Capacity to multi-task and work under pressure.
• Consistently demonstrate a cooperative attitude and a willingness to assist with additional related tasks as needed. 
• Display a positive, cooperative, self-motivated, courteous, and professional attitude while working as a team member and pitching in as necessary.
• Ability to lift up to 25 pounds.

About Us

For over 45 years Minuteman Senior Services has been helping older and disabled adults age with independence and dignity in the setting of their choice which is most often their own homes and communities. We have been supporting caregivers, local and long distance, who want to do the right thing for their loved ones and need help and advice as they balance the competing demands of family, work and self.

We offer over 20 programs and services and are continually improving and expanding. Our consumers give us very high marks as do our professional colleagues and that is very important to us. With over 140 employees, 900 volunteers and over 70 subcontracted service providers that make up our vendor network we bring a lot of expertise, experience and resources.

Learn more by visiting our website: https://www.minutemansenior.org