Job Description:

Tommy Nobis Center Mission: Empowering People Through Employment

Vision: Tommy Nobis Center envisions supportive communities where people with disabilities are afforded the opportunity to work.

Tommy Nobis Center is a Veteran Friendly Employer

Position Summary: Under the direct supervision of the Project Manager and HUD office, this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.

Essential Job Functions and Responsibilities:

Services include the following general Support Functions but are not limited to the following tasks which are broken into the following categories:

• Provide general office support functions.

• Provide clerical support to include receptionist duties, faxing, filing and assisting employees.

• Coordinate travel arrangements.

• Perform general administrative functions in support of day-to-day operations, including answering the telephone by the third ring, correctly route callers and take messages or forward to voicemail, as appropriate.

• Prepare and develop documentation for Government review and approval, which includes presentations, memorandum, correspondence, organizational charts and statistical reports and/or improving on the quality of existing documentation in support of program management functions, including but not limited to the use of Office Management System.

• Monitor multiple general and specific delivery email boxes daily; review emails to determine urgency and forward or prepare responses to emails, follow-up and route appropriately.

• Receive, inventory, store and distribute mail and packages received by the office; package and label items to be mailed or shipped.

• Scan documents as required, including scaning into electronic filing system, using Adobe Acrobat Pro or other scanning software.

• Set up equipment required for video conference and satellite training.

• Schedule and coordinate conference calling as needed.

• Monitor office supply levels and recommend replenishment as needed, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the government.

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

• Operate all office equipment provided including copiers, fax machines, printers, scanners, binding machines, etc.

• Other duties as assigned.

Qualifications:

• Mission driven, guided by core values and a pleasure to work with.
• As the Administrative Assistant will be privy to private and sensitive information, the Administrative Assistant must be trustworthy and work with integrity at all times.
• Excellent written communication skills.
• Knowledge of basic office operations, proficient in computer knowledge and equipment as well as other general office equipment.
• Thorough working knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel with proficient knowledge of graphics package, mail merge, spread sheet, and database experience.
• Must pass drug screen and background check.
• Eligibility to work in the United States.

Other Requirements:

• Work shall be performed in a professional team environment, encompassing various levels of government, and shall be required to alternate or adjust start and end times to meet deadlines involving daily work assignments anytime between 7:00 am and 6:00 pm.

• Ability to lift, pull and push mail bags, mail hampers, and packages often weighing up to 50 pounds.

Education:

• Associates degree; or equivalent from a two-year college or technical school; and three to five years or more related experience; or equivalent combination of education and experience.
• Bachelor’s degree desirable.