Job Title: Administrative Assistant

Date: June 2021

Job Grade/Classification: Non-Exempt

Reporting Structure: This position reports to the Executive Director

Job Summary: This position provides administrative support to the organization and ensures the efficient and effective operations for multiple locations. The position supports leadership and employees through a variety of responsibilities related to the organization to include reception and dispatch duties. The incumbent handles confidential and time-sensitive material and effectively communicates, ensuring that administrative duties are completed accurately, timely and delivered with a high degree of quality. This position reports to the Executive Director.

Responsibilities, Duties & Accountabilities:

The core, critical and essential work duties, functions and responsibilities of the position are as follows:

• Responsible for the administrative operations for the administrative office, for timely and professional responses and bringing sensitive and timely concerns to Executive Director;
• Responsible for timely and professional responses to clients, customers, volunteers, vendors and the general public;
• Serves as a back-up support to the Intake Specialist
• Assist with assessment of client needs, and based on intake of information, refers for internal or external services as appropriate; connecting the client to corresponding programs within and outside of the organization;
• Supports staffing patterns and schedules for other team members based on client needs and required and requested services; works with the Program Coordinator and Intake Specialist to determine staffing needs and other information necessary for the smooth flow of work regarding team members;
• Responsible for the effective coordination and dispatching of services to include response, transportation and delivery; dispatches and deploys staff, service and vehicles based on communications received; addresses concerns and issues as they arise;
• Coordinates and consolidates requests for services for specific destinations;
• Anticipates weather complications along routes and at the drivers’ destinations; communicates delays and route changes as necessary;
• Maintains radio and/or phone contact with drivers; receives and dispatches response and emergency aid when needed;
• Maintains and reviews operation records; monitors daily logs for errors and/or compliance violations;
• Works with the Intake Specialist to support the effective coordination and dispatching of services to include response, transportation and delivery; dispatches and deploys staff, service and vehicles based on communications received; addresses concerns and issues as they arise;
• Answers phone calls, walk-in visitors and emails, handling all requests and issues timely, accurately and professionally; effectively and professionally addresses complaints, tactfully and courteously, handling and resolving concerns, ensuring quick resolution; documenting and bringing them to the attention of the Executive Director or Human Resources as appropriate;
• Responsible to support Human Resources with Organizational Policies and Standard Operating Procedures (SOP’s), and other related documents;
• Responsible for collecting, distributing and addressing daily mail, inquiries and office deliveries;
• Maintains professional working relationships with vendors; Wood County Senior Citizens Association, Inc.
• Purchases supplies and maintains the inventory control for supplies and purchases for the organization;
• Provides back-up support for the timely and accurate processing of the routine payroll duties;
• Effectively and professionally supports leadership and coworkers to addresses complaints, tactfully and courteously handling and resolving concerns, ensuring quick resolution and satisfaction;
• Maintains professional working relationships with co-workers, vendors, clients and the general public;
• Takes a proactive, positive and sincere interest in our clients, ensuring continuity of the company’s long standing relationship with the community;
• Complies with all organizational policies, standards and protocols, Standard Operating Procedures (SOP’s), Departmental Checklists and other required rules and practices;
• Complies with all training (in-person, video, classes, etc.) and successfully participates in and completes/passes all required trainings; follows all Departmental Checklists and Standard Operating Procedures (SOP’s);
• Other projects and duties as assigned.

Position Requirements and Qualifications:

• High school diploma or GED, supplemented by college courses in Office Administration or a related field of study
• Must successfully complete, pass and maintain the requirements for the WV CARES (Registry & Employment Screening is administered by the Department of Health & Human Resources and the WV State Police Criminal Investigation Bureau (CIB) in consultation with the Centers for Medicare & Medicaid Services (CMS), the Department of Justice (DOJ), and the Federal Bureau of Investigation (FBI))
• Minimum of two (2) years of experience working in Office Administration
• Minimum 2-3 years’ work experience in general business, working with non-profit agencies or other grant compliance and/or government administrative work environment or operations, preferred
• Demonstrated basic understanding of geographical area and mapping programs to facilitate efficient routing, Proficient with or able to quickly learn dispatch and recordkeeping systems
• Ability to work at a fast pace and under pressure
• Demonstrated computer skills, preferably working with Microsoft Office products, office systems and programs and the ability to successfully navigate and maintain current knowledge and skills working with technology
• Demonstrated above-average verbal and written communication skills • Ability to maintain confidentiality and use discretion in working with proprietary and other sensitive information
• Demonstrated ability to maintain organized and prioritized workloads and manage multiple tasks and projects at the one time
• Demonstrated ability to work independently and within a team setting, maintaining professionalism and effective work relationships with other employees and staff
• Regular and routine attendance with the ability to work occasional evenings and/or week-ends
• Ability to adhere to regular and routine attendance
• Ability to maintain a satisfactory and required attendance, punctuality and ability to work flexible schedules

This job description is not designed to provide a comprehensive listing of duties and activities, which may change within the timeframe of the job description.

Job Type: Part-time

Pay: $12.00 - $13.50 per hour

Expected hours: No more than 30 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Ability to Relocate:

• Parkersburg, WV 26101: Relocate before starting work (Required)

Work Location: In person