Administrative Assistant

Position Summary: Performs administrative and business tasks for the program/department, in addition to general clerical office duties.

Principal Responsibilities:

• Answers and screens telephone calls; provides basic information to callers and routes calls to appropriate staff.
• Receives incoming mail and routes to appropriate staff.  Prepares outgoing mail and ensures proper delivery.
• Maintains inventory and orders office supplies as needed. Works with Facilities Management Department to ensure that proper inventory control and ordering protocols are followed.
• Maintains departmental filing systems.  Files correspondence and other records.
• Maintains and updates client mailing list; creates labels and facilitates mailings to clients and others.
• Assists in the preparation of monthly service summary and statistical reports, and other required documentation, according to departmental standards.
• Greets visitors, ascertains nature of business, and directs visitors to appropriate staff member.
• Assists with Department/Division with submission of check requests and invoices, including staff reimbursement for travel expenses. 
• Makes copies of correspondence or other printed material, scans documents and transmits faxes related to department activities. 
• Assists with data entry in electronic client record keeping system. 
• Prepares confidential reports, correspondence and other materials for Department/Division director.
• Assists with coordination of client transportation to social programs and events.
• Performs other related duties as required or assigned.
• Adheres to organization’s standards by completing annual mandatory trainings in a timely manner on topics including – but not limited to – Sexual Harassment Prevention Training, IT Security Awareness, Compliance, OSHA, HIPAA and any other training the organization may deem necessary in regards to regulatory compliance or good business practices.
• Adheres to the organization’s policy in regards to absenteeism and appearance

Job Competencies & Minimum Qualifications:

• Associate’s degree (A.A.) or two-years of college or technical school
• Two years related experience or equivalent combination of education and experience
• Experience in working with seniors preferred
• Computer knowledge is a must. Must be proficient in Word, XL and PowerPoint
• Problem solving abilities while multi-tasking; ability to exercise sound judgment
• Excellent verbal and written communication skills
• Excellent customer service and organizational skills

Working Conditions/Physical Demand:

• Business office environment with phone and computer use.
• Must frequently lift and/or move up to 25 pounds and occasionally lift and /or move up to 100 pounds.

Skills:

Expert in Microsoft Suites

• Administrative Assistant experience
• Fluency in Russian & English required

Education

• Minimum of Associates Degree or Technical school 

Schedule :

• Monday - Friday 9AM - 5PM / 35hrs per week
• Hybrid position : 2-3 days WFH/In-office