Administrative Assistant for Operations

*This position is three days per week (Tuesday, Thursday and Friday), 9 hours each day, for 27 hours per week.*

The Administrative Assistant for Operations performs administrative functions that support the overall operations of the organization, in addition to staffing the front desk of the agency office, and greeting those who contact the agency.

QUALIFICATIONS

Required

• At least two (2) years of experience in administrative functions and general office duties
• Strong customer service skills
• Knowledge and experience of working with a variety of communities including: people who are homeless, people of color, people with all types of disabilities, and people of LGBTQ communities
• Ability to communicate effectively
• Ability to problem solve
• Experience, and proficiency using Microsoft Office products such as Word, Excel, PowerPoint, and Outlook
• Willingness to learn and use alternative methods of communication such as: videophone, telecommunication relay, and language line.
• Strong organizational skills and the ability to multi-task priorities
• Ability to maintain strict confidentiality
• Commitment to the diversity, equity, accessibility, inclusion, and the Independent Living philosophy

Preferred

• Bilingual English-Spanish, or ASL language proficiency

1. Reception:

a. Greet and assist individuals who come to the agency office

b. Answer telephones, route calls, or take and forward messages

c. Use voicemail and route messages as appropriate

d. Send, receive and distribute emails of those trying to connect with the agency

e. Keep reception area neat and orderly

2. Information and Referral:

a. Serve as first point of contact for Information and Referral (l&R) contacts

b. Route individuals to appropriate staff member on call

c. Gather demographic and other appropriate information as needed

3. Operational and Fiscal Support

a. Schedule and reserve conference rooms, including scheduling interpreters, for meetings and events. Ensure technology and supplies are set up for events

b. Create, manage, and update contract files in physical and electronic formats as requested by executive director

c. Prepare bank deposits and upload relevant forms

d. Prepare and upload invoice requests for accountant

e. Conduct billing and claims submission activities for fee-for-service programs

f. Monitor billing and claims activities with support of Assistant Director and Account

g. Assist with development and monitoring of applicable procedures

h. Update and manage office furniture and equipment inventory

4. Operational Support for Staff and Board

a. Support processes related to new staff recruitment, onboarding and training

b. Support processes related to new board member recruitment, onboarding and training

c. Monitor annual documentation needed for staff and board members, and update HR system, as well as monitor board terms, staff birthdays and work anniversaries

d. Assist with staff and board member recognition of milestones and accomplishments.

e. Ensure personnel files are up-to-date and accurate

5. Mail, Office Supplies, and Equipment:

a. Accept, sort, date-stamp, and distribute mail to appropriate individuals

b. Process outgoing mail and packages

c. Maintain adequate inventory of postage and mailing labels

d. Check and stock supplies, and order supplies through approved vendors

e. Maintain and update printer and copier, and address problems with timely repairs, maintenance, and ordering supplies such as ink and toner

6. Data Management:

a. Enter own daily activities, into management information system

b. Prepare data reports as requested by management

7. All other duties as assigned

Job Type: Part-time

Pay: From $20.25 per hour

Expected hours: 27 per week

Benefits:

• Paid time off

Schedule:

• Day shift
• No weekends

Experience:

• Microsoft Office: 2 years (Preferred)
• administrative or clerical: 2 years (Required)

Work Location: In person

Salary : $20