Job Title: Administrative Assistant
Program/Grant Category: Administrative Assistant
Position Reports to: Family Resource Coordinator
Work Schedule: 25 hours per week, occasional evenings and weekends.

Classification: Part time, Non-exempt, Hourly

Summary: Contribute to the efficient day-to-day operations of The Family Center and supports the work of the Family Resource Coordinator and other staff. Create a welcoming and positive environment as the first contact most clients and visitors have with The Family Center.

Essential Functions:

• Welcome on-site visitors, clients, employees and interns. Direct to appropriate locations or staff within the facility.
• Answer and route incoming phone calls. Take accurate messages when needed and deliver to the appropriate person in a timely fashion.
• Receive, sort, deliver and document incoming mail and messages.
• Schedule, organize and maintain calendar of meetings, for both on-site rooms and off-site activities. Send reminders for meetings and activities as requested. Assist in maintaining out of office calendar.
• Maintain bulletin boards or postings in the office as needed.
• Prepare and set up room for meetings and activities.
• Record and transcribe meeting notes when needed.
• Assist Coordinator with maintaining inventory of supplies. Fulfills approved supply requests from staff when needed. Submits request for office supplies and orders upon approval.
• Order food as instructed from the approved food requests.
• Assists with the intake of donations for inventory tracking.
• Assists with invoicing for Parent Magazine.
• Collect receipts, invoices, check requests. Support Coordinator with organizing and coding billing to submit to finance.
• Maintains filing systems. File all paperwork accurately and in a timely fashion. Updates databases when requested or as needed.
• Draft correspondence as requested.
• Assist with data reporting.
• Supports staff with other related clerical duties such as photocopying, faxing, filing and collating.
• Attend staff meetings, training's, workshops or other meetings as required.
• Assist and support all other day-to-day functions of The Family Resource Center.

Skills: * Strong interpersonal skills and the capacity to work with diverse groups.

• Demonstrate excellent customer service and communication competencies
• Proficient in Word, Excel; Office and experience with client tracking software preferred
• Experience with mail merges required.
• Ability to work independently and in a fast paced environment.
• Have good organizational and time management skills.
• Ability to manage multiple projects.
• Education and Experience:

• High school diploma or equivalent.
• Two years of experience in a clerical office or administrative assistant position.
• Experience in human services environment desired.
• Bi-lingual preferred (Cape Verdean Creole, Haitian Creole, Spanish, Portuguese)

Physical Demands:

Able to lift up to 30 lbs.

• Moving tables or chairs to set up for presentations or activities.
• Carrying boxes of supplies or fliers for programs.

Other Requirements:

Valid driver’s license

• Access to a vehicle
• Valid CORI

Job Type: Part-time

Pay: $17.00 - $25.00 per hour

Benefits:

• Life insurance
• Paid time off

Schedule:

• Day shift

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person