Administrative Specialist

Scope of Work: The Administrative Specialist is an on-site position at the Euclid office, responsible for greeting individuals, both by telephone and in person, thereby promoting a positive image of the agency to the community; for photocopying and faxing; for processing and distribution of messages and mail; for word processing and data entry; for maintaining the overall appearance of the public areas of the office; and for providing administrative support for the Executive Leadership Team. The Administrative Specialist assists with general office duties and inventory control of office supplies. This position reports to the Programs & Volunteer Manager. This is full-time, forty (40) hours per week Monday - Friday 8:00 am - 5:00 pm in the office, non-exempt position. Job Duties include but are not limited to:

Functional Responsibilities:

• Provides reception duties at the front desk of SAAF’s Euclid office. This includes greeting visitors, vendors, client, and participants, getting them appropriately identified, badged, and routed while projecting the values of customer service and care.
• Provide high-level, confidential, administrative support and assistance to the Executive Leadership Team (ELT), especially calendaring meetings and communicating between ELT, the Board, and SAAF staff.
• Supports the Chief Programs Officer (CPO) with communication, scheduling, meeting preparation, etc..  
• Assists CPO and ELT with tracking projects, initiatives, and issues.
• Assists with credit card purchasing documentation and filing for CPO, including providing appropriate documentation to Finance team. 
• Assist with confidential office-related documents, administrative duties, and staff communication, as directed by the CPO.
• Act as the primary point of telephonic contact, including answering and routing phone calls for the agency.
• Receive and welcome visitors at the Euclid office primarily and sometimes at the South Park Office.
• Prepares check requests for office related supplies and bills.
• Train and schedule reception volunteers at the Euclid Office.  Support the Programs & Volunteer Manager in supervising these volunteers 
• Inventory control of office, janitorial, and kitchen supplies at Euclid office and prepare office supply request for ordering.
• Assist with processing daily incoming and outgoing mail for the agency. Assist with preparation of certified mail.
• Manage the receptionist email address and Slack handle, including ensuring that volunteers utilize these systems appropriately.
• Assist with processing incoming rent payments from clients.
• Ensure accessibility, cleanliness, and pleasant general appearance of public areas, including reception area, conferences room, and kitchen. Maintain supplies of brochures, flyers, and condoms.
• Open SAAF main doors and gates at 8:00 a.m. each workday and close again at 5:00 p.m. 
• Post and removes notices to clients, staff, and public in a timely fashion.
• Attend agency staff meetings. 
• Assist with quarterly fire drills.
• Assist with incident reporting, including receiving and filing incident reports appropriately. 
• Perform additional duties as assigned by the CPO and Programs & Volunteer Manager.

Minimum Qualifications:

• Two years' experience as receptionist or similar position.
• Experience working with multiple phone lines.
• Excellent clerical, oral, written, and organizational skills.
• Ability to operate standard office equipment (computers, photocopiers, fax machines, printers).
• Understand and honor the concept of confidentiality.
• The ability to be onsite in time to open the door to clients at 8:00 am and 1:00 pm every day. Punctuality is essential in this role.
• Knowledge of Microsoft Word, Excel, Teams, and Outlook. 
• Capable of working independently and in conjunction with other people performing receptionist duties.
• Ability to project a positive image of the agency while greeting visitors. Sensitivity to cultural and personal differences in age, ethnicity, and lifestyle essential.
• Ability to work effectively with a wide variety of individuals including volunteers, staff members, clients, and the general public.  
• Appropriate fingerprint clearance through the Arizona Department of Public Safety (paid for by SAAF if not current).
• Must have access to reliable transportation, a valid Arizona driver’s license, insurance and a driving record that will be supported by SAAF’s liability insurance provider.

Preferred Qualifications:

• Experience working with Canva 
• Experience working with office and building vendors.
• Experience working with or managing volunteers.
• Experience working at a non-profit organization.
• Bilingual (English/Spanish)

Working Conditions/Physical Demands:  
Operate in a professional office environment and requires the ability to sit for long periods of time with intermittent walking, standing, bending, squatting, pulling, and pushing.  Requires the ability to use standard office equipment such as scanners, computers, keyboards, phones, shredders, photocopiers, and filing cabinets. Requires travelling on occasion as needed between SAAF campuses and other locations.

Physical Requirements: 

This job is a sedentary job, as defined by the Social Security Administration, CFR.
CFR 404.1567 Physical exertion requirements:

(a) Sedentary work: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally. 

Affirmative Action:  The Southern Arizona AIDS Foundation is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, religion, national origin, sex, sexual orientation, gender identity, age, or disability. People who have used drugs, have performed sex work, people of color, women, members of the LGBTQ communities, those who have experienced housing insecurity, people who have received harm reduction services, and people living with HIV/AIDS and/or hepatitis C are strongly encouraged to apply.

Disclaimer: This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required.  Management reserves the right to revise or change job duties as the need arises.  This job description does not constitute a written or implied contract of employment.  Management reserves the right to change job descriptions, job duties, functions, and requirements.  

Salary : $20 - $24