Job Summary:

The Administrative Assistant is responsible for clerical administrative support to the program. Additionally, this position will support the program with Data support such as: data entry in client data management systems and assist with meeting data entry deadlines, data accuracy, and completeness.

Essential Functions:

• Answer phone calls in a prompt and friendly manner and direct calls to appropriate parties or take messages.
• Prepare invoices, reports, memos, letters, financial statements and other documents in an accurate and timely manner, using word processing, spreadsheet, database, or presentation software.
• Greet visitors in a prompt and friendly manner and determine whether they should be given access to specific individuals.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Manage, organize and implement an efficient file system to include: documents, records, and reports.
• Maintain accurate and current information for billing, data collection, accounts, petty cash and budget and process in accounting system.
• Regular and punctual attendance.
• Able to react to change productively and handle other essential tasks as assigned.
• Run data reports daily, weekly, monthly, and quarterly.

Other Functions:

• Distribute and gather paperwork to and from employees.
• Assist with training, duplication of materials, setting up, documenting.
• Help maintain the program’s calendar and assist with scheduling for program staff.
• Assist with uploading and maintaining timesheets for program staff.
• Attend and participate in all required professional trainings and workshops.
• Maintain open and consistent communication with Program Director or designee and other team members.
• Able to react to change productively and handle other essential tasks as assigned.
• Work evening and weekend hours.

Qualifications and Requirements:

• High school diploma or equivalent.
• Two years experience working in an office.
• The ability to read and understand in formation and ideas presented in writing.
• Knowledge of administrative and clerical procedures and systems such as Microsoft office software, managing files and records, designing forms, and other office procedures and terminology.
• Experience running reports and analyzing data.

Physical Demands:

Must be able to obtain First Aid Certification (CPR). Bending, stooping and lifting up to 15 lbs required to complete daily tasks. Job requires extended periods of sitting and daily use of various office equipment. Bending, stooping, and lifting up to 15 lbs. required to complete daily tasks.

Work Environment:

Noise levels vary from mild to moderate. Predominantly indoors, this position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time.