Administrative Assistant

Job Description

General: The Administrative Assistant provides necessary support duties to the Executive Director of Friendship Ark Homes. These duties generally relate to the daily office operations of the agency. The Administrative Assistant respects confidential information and conducts him/herself in conformity with Friendship Ark Homes policies and State and Federal regulations.

Pay Grade: 18

Reports To: Executive Director.

Supervises: None.

Status: Non-Exempt.

Responsibilities:

  1. Reads and distributes mail and assembles files and other material to facilitate reply and/or decision by the Executive Director.
  2. Prepares and proofs minutes of meetings, correspondence, policies, manuals, materials from rough draft, and/or other various source data and instruction.
  3. Prepares and makes bank deposits.
  4. Receives visitors and answers the phone. Checks voice mail and distributes messages as needed. Screens calls, disposing personally of routine matters or referring them to the appropriate personnel.
  5. Maintains databases, spreadsheets, and other office records.
  6. Maintains core member files and reviews records to keep files updated to meet state regulations.
  7. Transfers Quality Assurance data to spreadsheet and creates report.
  8. Maintains staff files and updates per state and federal criteria.
  9. Distributes organizational memos and other information.
  10. Administers benefits to employees.
  11. Tracks staff training and evaluations, and sends monthly reports to Supervisors and Executive Director.
  12. Completes new hire paperwork, gaining necessary signatures and documentation, and assures staff understands.
  13. Completes background checks for applicants.
  14. Makes copies for houses and staff, and distributes as appropriate.
  15. Receives and processes receipts on purchases made by House Coordinators and Supervisors, such as groceries, house maintenance, program expenses, etc. Codes expenditures before sending to Accounting Clerk.
  16. Tracks receipt of annual, monthly, and quarterly reports and paperwork from House Coordinators, Supervisors and Case Management. Distributes report as needed.
  17. Updates Employee Handbooks, distributes and tracks their receipts.
  18. Communicate via email to houses and staff as needed.
  19. Records and tracks donations, reconciling data to accounting records.
  20. Creates donor thank you and processes in a timely manner.
  21. Screens emails to general address and forwards as appropriate.
  22. Facilitates the preparation and production of agency mailings, including newsletters, special appeals, and other bulk mailings.
  23. Operates office equipment, such as computers, copiers, etc. and assures their maintenance. Maintains inventory of routine office supplies.
  24. Maintains website.
  25. Completes office errands as needed.
  26. Performs other duties as assigned.

Knowledge, Skills, and Abilities:

  1. Knowledge of office routines, policies, processes and program requirements.
  2. Knowledge of proper format, grammar, spelling, punctuation and capitalization.
  3. Skilled in operating office equipment.
  4. Skilled in using a personal computer and related software.
  5. Ability to organize data, keep accurate records, prepare reports, and file accordingly.
  6. Ability to communicate effectively and professionally, with staff, core members, and the general public.
  7. Ability to follow oral and written instructions accurately.
  8. Ability to organize and prioritize multiple tasks.

Classification: This position requires the ability to work with confidential material in a professional and legal manner.

Qualifications:

  1. Education: High school diploma or GED, plus 1 year education beyond.
  2. Skills: Ability to type 40 words per minute and work with widely used computer software.
  3. Experience: Demonstrates proficiency and experience in office work and related tasks. One year experience in office environment required.
  4. Personal Qualities: Demonstrates a willingness to work as a team member, is self-directed, and communicates in a positive manner with others.
  5. Must pass DCI and other background checks.

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