Front Desk & Administrative Assistant

Listening Ear Crisis Center is a private nonprofit, United Way human service agency based in Mt. Pleasant, Michigan, serving mid and northern Michigan. Since 1969, we have grown from a 24-hour crisis service supporting 200 people to a multi-service organization assisting over 30,000 individuals annually. Licensed by the State of Michigan and accredited by the Council on Accreditation for Families and Children, we are committed to offering hope, support, and advocacy through quality services and safe, affordable housing. Guided by our mission to improve lives, we focus on what people can do, empowering them to reach their full potential.

Position Summary:  The Front Desk & Administrative Assistant is charged primarily with personnel file management, greeting and directing visitors to office, and provide administrative support to the Chief Operating Officer (COO) and the services office as needed.  This is a fulltime position and with most of the time spent at the services office.  To facilitate filing, the position will also spend one day a week at the executive office site where personnel records are maintained.  This position is considered part of the Human Resource Team and will work closely with others on that team to complete projects and non-routine tasks as assigned by the COO.

Reporting and Supervision

This position reports to the Chief Operating Officer

Essential Job Functions

Records Management

• Update employee files with documents as they are produced or generated
• Review employee files for completeness
• Communicate to relevant managers about missing documents and ensure they are received and filed appropriately
• Support departmental file audits in regards to personnel records
• Works with COO and HR department to ensure security and confidentiality of personnel records

Reception

• Greets walk in traffic to the lobby and answers telephone calls made to the agency’s business line.
• Provides answers to basic service inquiries from the public, consumers, business invitees and refers service seekers to appropriate resources or contacts.
• Receives mail and packages delivered directly to the services office building.
• Orders general office supplies for use by services office building and maintains cycle counts on the inventory.
• Assists in scheduling rooms for interviews, HR meetings, other Agency committee meetings as necessary.

Administrative Assistant

• Provides administrative support to the Chief Operating Officer including scheduling support and communication.
• Provides support to HR team on both routine and non-routine bases as needed
• Provides administrative support to other teams in the services office as directed by Chief Operating Officer

This is not an exhaustive list of all assigned duties, responsibilities, or aspects of the job described. Other relevant duties, tasks, or requirements may be assigned to this job any time at the sole discretion of the employer.

Required Knowledge, Skills, and Abilities

Strong organizational skills

High degree of professionalism

Ability to effectively utilize basic computer programs commonly used in an office setting Including:

            MS Excel – basic functions and pivot tables

            MS Word – drafting business communications and knowledge of mail merge functionality

            MS Outlook – Managing schedules and setting appointments

Ability to multitask

Ability to work collaboratively

Excellent communication skills

Education and Experience

Required: HS Diploma or equivalent

Preferred: Relevant certifications in computer program use, 1 or 2 years relevant prior experience is an office setting.

Schedule, Travel Expectations, Working Conditions

• This position is an onsite role between two locations in Mt Pleasant, personnel records filing is at a site separate from services offices.
  • It is expected one day a week will be at the filing location.
• This position will have a schedule of 8 am – 5 pm with a 1 hour unpaid lunch.
• This position will have both long periods of sitting at a desk and periods of extended standing.
• This position will require the lifting of standard sized record boxes.

Disclaimers

Listening Ear is an at will employer.  Nothing in this job description creates nor should be interpreted as creating a contract of employment between the agency and the employee.

Listening Ear is committed to providing a workplace free from discrimination or harassment.  We do not discriminate with respect to compensation, training, performance evaluation, or discipline on the basis of race, color, sex, gender, age, religion or religious creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, military or veteran status, or any other characteristic protected by law. We expect every employee to do their part to cultivate and maintain an environment where everyone has the opportunity to feel included and is afforded the respect and dignity they deserve. 

Salary : $15