Administrative Assistant (Main Office)

POSITION TITLE: Administrative Assistant (Main Office)

PAY RANGE/GRADE: $22/hr/ Grade 4

ESSENTIAL FUNCTIONS: The Administrative Assistant is responsible for coordinating and carrying out the clerical operations of the organization and for overseeing the smooth operation of the front desk/reception area.  In all instances, the Administrative Assistant must perform in accordance with and be committed to the Bickerdike mission.

The position requires the ability to plan, organize, and execute tasks; analyze information, make informed decisions, use critical thinking and reasoning skills, and monitor and regulate behavior and emotions. A high level of Customer Service skills is required. The employee in this position is regularly required to talk, hear, sit, use hands, reach with hands and arms, stand walk, climb and lift and/or move up to 25 pounds.

RESPONSIBILITIES:

1. Receive and direct visitors to appropriate staff in a professional and courteous manner relaying appropriate information. 
2. Receive and direct telephone calls to appropriate staff in a professional and courteous manner relaying appropriate information.
3. Coordinate, carryout and ensure that all typing, mailing, messengered correspondence and all assigned work is completed on a timely basis.
4. Coordinate and maintain meeting room calendar and coordinate with Janitor for meeting room preparation.
5. Coordinate and organize logistical and other preparations related to monthly Board, committee, staff and other meetings, including the monthly report, Board mailings, Board Actions, attendance confirmations, food ordering and any other related tasks.
6. Account for reconciliation of all applicable petty cash and checks requested.
7. Coordinate and carryout annual data collection for United Way Allocations Submission.
8. Coordinate and maintain data management, entry and collection; maintain membership and other databases and ensure they are always current and up to date.
9. Coordinate with Vice President of Property Management and appropriate Property Management staff regarding information and requests relevant to Tenant Appeals and Rejections including, but not limited to communications with appropriate staff, following through on necessary mailings, and maintaining the Appeals Requests files.
10. Coordinate and carryout the ordering and inventory maintenance of office supplies in accordance with established budget and maintain accurate records.
11. Assist in matters related to facilities and equipment as appropriate.
12. Assure the maintenance and operation of all office machines such as copier, fax, typewriter and postage machine.
13. Maintain subscriptions, memberships and maintenance agreements renewed and updated.
14. Coordinate and carry-out organizational special events including staff/board holiday party, and others are required.  In addition, assist in the preparation of Annual Retreat and Annual Membership Meeting.
15. Perform other relevant tasks as assigned.

QUALIFICATIONS: Minimum of 3-4 years related work experience.  High School diploma or equivalent required.  Excellent typing, verbal and written communications skills necessary, as well as interpersonal and organizational skills.  Must have computer knowledge, with experience working in MS Office.  Must be willing to work flexible hours and have impeccable attendance.  Must have access to a car, valid driver’s license and proof of insurance for field work.  Bilingual English/Spanish.    Northside residents, within the communities we serve, preferred.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to talk or hear, sit, use hands, reach with hands and arms, stand, walk, lift and/or move up to 25 pounds.  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable persons with disabilities.

REPORTING RELATIONS: Under the direct supervision of the Vice President of Administration and Operations.  In the absence of this supervisor, this position shall report to the Chief Executive Officer.

POSITION CLASSIFICATION: Full Time, FLSA Non-Exempt

BENEFITS: Bickerdike provides a comprehensive Benefits package that includes: 

• Paid Time Off (PTO) 

• Paid Holidays 

• 401K Matching 

• Medical Insurance 

• Dental  & Vision Insurance  

•   Long-Term and Short-Term Disability

Bickerdike is an Equal Opportunity Employer

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