"Alerted.org

Job Description

DUTIES AND RESPONSIBILITY:

Must be able to fully accomplish the duties and responsibilities below to be successful in this position.

+ Greet all visitors in a professional and friendly manner.

+ Answer phone calls and transfer to appropriate person and/or department.

+ Assist the waitlist specialist with the 800 lines on days lines are open for pre-applications.

+ Assist office staff with filing, faxing, copying, organizing, data entry, preparing education materials and other duties.

+ Train in processing receivables (rents)

+ Petty cash reconciliation and disbursements

+ Verify that all departments are fully stocked with the necessary office supplies.

+ Maintain in working conditions all office equipment (copiers, printers, etc.) and contact vendors/providers for any necessary service requests (maintenance, toners, etc.) for all office equipment.

+ Order kitchen supplies.

+ Contact water or coffee vendors to place orders when supplies are low, and/or service is needed.

+ Prepare outgoing mail to other regions as needed for immediate delivery.

+ Sort and distribute all incoming mail.

+ Other duties as assigned.

Requirements

QUALIFICATIONS REQUIRED:

+ High school diploma or equivalent

+ One to two years related administrative assistant experience

+ Bilingual English/Spanish preferred

+ Excellent written and verbal communication skills

+ Working knowledge of Microsoft Office (Word, Excel, Power Point, Outlook)

+ Familiarity with office equipment; copier, fax machine, postage machine

+ Great customer service skills

+ Ability to manage time efficiently and with minimal supervision

+ Ability to multitask

+ Ability to remain calm under deadline pressures

COMPETENCIES:

Discretion: The department often deals with confidential information. A successful Administrative Assistant must comply with confidentiality demands.

Communication Skills: Listens and interprets verbal and non-verbal inputs in order to ensure thoughts and ideas are understood. Determines what information is to be communicated, when and to whom. Shares information seeks feedback from others and provides appropriate follow-up to ensure understanding of both the message and its intent. Expresses ideas respectfully and shares information in a clear and concise manner using the appropriate mode of communication.

Interpersonal Skills: The Administrative Assistant has constant interaction with company employees and must be able to maintain a positive demeanor throughout even the most demanding situations.

Integrity and Accountability: Pursues goals, objectives, and commitments in an ethical manner. Meets job expectations, takes personal responsibility for outcomes and makes decisions based on sound judgement. Identifies implications and works to minimize any negative effects by developing contingencies or alternatives when commitments cannot be met and involve and/or alerts those affected. Uses resources (intellectual, material, time, technological) in an efficient and cost-effective manner.

Flexibility and Adaptability: Responds in an open and receptive manner to changes in the work environment or work demands. Adjust methods and approaches to effectively carry out tasks in situations of ambiguity and uncertainty. Adjust style to respond appropriately to different and changing circumstances. Responds appropriately to different personal styles to provide positive and constructive input. Embraces change.

Computer Skills: Administrative Assistants must be able to effectively work with a company’s computer systems.

WORK ENVIRONMENT:

Administrative Assistant primarily work in an office environment.

PHYSICAL DEMANDS:

This position requires sitting at a desk for extended periods of time and possibly a significant amount of time on the phone.

• Must be able to push/pull/lift up to 30 pounds.

TRAVEL REQUIRED:

May need to travel to co-ops on occasion.