Administrative Assistant

Chester Community Coalition provides behavioral health services to survivors of gun violence in the City of Chester and Delaware County. We are looking to hire an experienced, self-directed, full-time Administrative Assistant to join our team. The qualified Administrative Assistant will be responsible for supporting the team with the day-to-day operations and for overseeing the general administrative duties of the team. This position is responsible for motivating, educating, and promoting trust in the services provided by Chester Community Coalition.

The Administrative Assistant will serve as the coordinator for schedules and appointments, invoicing and billing, and facilitating community connection to staff members. The ideal candidate will greet clients and employees with respect and ensure that everyone they interact with receives the best in customer care.

Tasks:

• Answer phones and greet visitors
• Schedule appointments and maintain calendars
• Schedule and coordinate staff and other meetings
• Collate and distribute mail
• Prepare and respond to communications, such as memos, emails, invoices, reports and other correspondence
• Write and edit documents from letters to reports and instructional documents
• Create and maintain filing systems, both electronic and physical
• Manage accounts and perform bookkeeping
• Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.

Skills needed:

• Professional telephone etiquette and techniques.
• Timely responses and management of calls, emails, and events.
• Close attention to details and natural problem-solving.
• Patience and confidence while working with diverse clientele.
• Adaptable to change and the ability to remain calm when things are uncertain.
• Professional handling of objections on the phone or in person.
• Be dependable and personally accountable.

Education, Experience, and Abilities:

• High School Diploma, GED or equivalent.
• 2-3 years of experience working in a customer-centered, outbound environment preferred.
• Experience with Office Suite and Google Suite. Proficient in MS Office
• Prior customer scheduling experience is highly valued.
• Previous experience with high need demographics like in hospital or community treatment settings
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.