Administrative Assistant

Position: Administrative Assistant 

Classification: Non-exempt/Full-time 

Supervisor: Director of Operations 

The Administrative Assistant supports a variety of administrative needs including front-desk reception, preparing and processing letters and forms, entering data, communicating appointment information with clients, and is the first point of contact for ABC House with the community, both in-person and on the telephone. This position receives general guidance on assignments, self-directs and prioritizes work with moderate input from supervisor. This position is also cross trained to field basic community inquiries as needed.  

Principle Responsibilities include but are not limited to: 

Reception duties  

• Warmly welcome clients and other visitors to the building.  

• Answer telephone calls in a professional and courteous manner, ascertaining the nature of calls and determining the staff member to whom the call should be directed. 

• Provide basic and accurate information in response to telephone and in-person inquiries from community members and redirect more in-depth requests to other staff members as needed. 

• Ensure the reception area is tidy, presentable and welcoming. 

• Maintain office security by following safety procedures and controlling visitor access as needed.

Administrative duties 

• Collect, sort and distribute mail/deliveries daily. 

• Coordinate scheduling and logistics for Board, staff and committee meetings, including coordination of invitations, logistics, agendas and meeting minutes, as needed. 

• Weekly counseling appointment reminder calls, assisting with scheduling for counseling department.  

• Data entry for Community Education, Counseling, Development, and other programs as needed.  

• Assist with office supply inventory and general maintenance around the building.  

• Perform other clerical duties, such as meeting minutes, correspondence, photocopying, faxing and filing. 

Development duties 

• Processing all donations and gift entry/tracking in our Donor database (eTapestry). This includes the creation and mailing of thank you letters to donors.  

• Assist with the coordination of meetings with donors.  

• Fundraising and event support as needed.  

HIPAA Compliance 

• Maintaining the confidentiality, integrity, and availability of protected health information (PHI) including donor, client, and staff information.  

• Other duties as assigned 

Qualifications and Experience 

• High school graduate or associates degree, and two years of experience as a receptionist, front office representative or similar role. 

• Warm, friendly personality and positive customer service attitude. Ability to maintain calm demeanor, be resourceful and proactive when issues arise. 

• Proficiency in Spanish strongly preferred. 

• Hands-on experience and strong comfort level with multi-line phone and voicemail systems. 

• Strong multitasking and time-management skills are essential, with the ability to prioritize tasks. 

• Proficiency in Microsoft Office suite. 

• Ability to successfully complete criminal background check and child abuse registry check. 

ABC House is an equal opportunity employer committed to respectful, quality care to children and their non-offending family members from diverse racial, ethnic, religious, and non-traditional family forms. 

ABC House is a drug-free work place. 

Under the provisions of the Immigration and Reform Act of 1986, the candidate will be required to provide evidence of identity and eligibility for employment. 

Salary : $19 - $21