What are the responsibilities and job description for the Senior Programs Administrative Assistant position at MCHS Family of Services?
I. JOB SUMMARY
The Administrative Assistant performs general office work directly related to the management and business operations of the assigned program or department. Responsibilities including directing phone calls, inquiries and visitors, mail filing, creating and preparing reports, receiving and recording donations and other various administrative duties.
II. DUTIES & ESSENTIAL JOB FUNCTIONS
- Perform general office work directly related to the management and general business operations of the building and team (filing, faxing, copying, recording and tracking information, electronic and standard mail systems, reviewing invoices and billings, ordering supplies, etc.).
- Greet MCHS visitors with positivity and a welcoming attitude, direct inquiries to the appropriate persons according to their needs, answer telephones with clear communication to callers, take messages, or transfer calls to appropriate individuals.
- Set up and maintain paper and electronic filing systems for records, correspondence, and other material; maintain scheduling and event calendars, including coordinating conferences and meetings.
- Compile records, create and prepare reports and documents.
- Fully participate in regular agency-wide events and appropriate community-wide events and activities.
- Ensure donation data entry, gift processing, donor acknowledgement letters and CRM organization is completed in timely, appropriate manner.
- Assist with planning and coordination of in-kind donations and drop offs.
- Maintain essential records and gift acknowledgements.
- Ensure administrative areas are clean, neat and orderly. This includes stocking toiletries and light housekeeping responsibilities.
- Operate according to the program’s Operations Manual and function within agency policies and procedures as outlined in the Employee Handbook.
- Demonstrate commitment to the social sector with a passion for MCHS’s mission and vision.
- Perform other duties as assigned by the Director of Senior programs.\
III. BASIC COMPETENCIES
Education and Experience
- High school diploma or equivalent with previous clerical or administrative experience; or
- Bachelor’s degree with no clerical or administrative experience; or
- Any appropriate combination of education and experience necessary to successfully perform the duties of the position.
- Must meet the State’s Moral Character standard.
- Administrative and clerical procedures and systems such as managing files and records, designing forms, and other office procedures and terminology.
- All related computer and software applications (Windows, MS Office, internet applications, etc.).
Skills and Abilities Needed:
- Be collaborative and flexible, with a strong customer service mentality.
- Effectively communicate verbally and in writing with agency staff, business representatives, families, and vendors.
- Manage time and multiple priorities; meet deadlines.
- Perform clerical and administrative duties.
- Operate telephone, computer, copier, and other basic business machines.
- Establish and maintain effective working relationships with employees, other agencies and the public.
- Handle sensitive and confidential situations and documentation.
- Attend agency required training as necessary.
- Possess a high degree of personal accountability, responsibility and independent decision-making abilities with the skills to plan and organize.
- Work flexible hours, when needed, which may include some evenings and weekends.
IV. JOB SETTING
The work environment described here is representative of that which an employee will typically encounter during a normal shift. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is primarily sedentary in nature that involves sitting most of the time, but may involve walking or standing for intermittent periods of time; working at a computer for long periods of time. Work location is primarily an office environment.
V. Other Information
MCHS is an equal opportunity employer where employment is based upon personal capabilities and qualifications without discrimination because of race, ethnicity, religion, sex, age, marital status, national origin, disability, sexual orientation, veteran status, or any other protected characteristics as established by law. This policy extends to all policies and procedures related to the recruitment and hiring, compensation, benefits, termination, and all other terms and conditions of employment.
Furthermore, this description is a summary of the responsibilities, duties, skills, experience, abilities, and qualifications associated with this position. It is not an exhaustive list and may be changed at any time at the discretion of the CEO. Employment is still considered at-will in which MCHS or the employee may with or without notice, with or without reason terminate employment. MCHS reserves the right to modify job duties or job descriptions at any time.