Administrative Assistant II

Summary:

The Administrative Assistant II will support AlexRenew’s strategic outcomes and our core values by ensuring that the front desk welcomes guests positively, and executes all administrative tasks to highest quality standards. They are the first point of contact for AlexRenew with our community providing excellent customer assistance and ensuring positive impression on AlexRenew employees, customers and visitors when they visit or call the Environmental Center by coordinating the front desk activities, including distributing correspondence and redirecting phone calls. This role proactively supports Human Resources and Information Technology departments.

Essential Duties & Responsibilities:

• Performs clerical duties to include telephone communication, files documents, prepares, copies and distributes documents.
• Coordinates schedules, meetings and activities for the purpose of supporting department staff. Verifies equipment, resouIrces and materials are set up in a timely manner.
• Prepares purchase requisitions, receives goods and services in financial management system.
• Update and review the staff directory and other front desk procedures.
• Greet and welcome employees and guests with prompt and courteous service. Proactively direct guests to appropriate person and/or office.
• Answer, screen and forward incoming phone calls.
• Ensure all lobby spaces are tidy and presentable, with all necessary materials stocked and all elements in working order; write service requests for any needed maintenance of educational or other elements to keep lobby clean and in proper working order.
• Receive, sort and distribute daily mail/deliveries.
• Maintain organization security by following safety procedures and controlling access via the reception.
• Order office supplies for mail room and lobby areas and keep inventory of stock.
• Handle lunch deliveries and locating recipient of delivery.
• Proactively serves internal customers with high quality administrative support.
• Member of the Business Support Team; provides assistance with administrative functions.
• Actively promotes safe behaviors and health awareness at all times in the execution of daily tasks.
• Performs other duties as assigned or required.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the experience, education, knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Key Competencies:

• Accountability
• Communication
• Dependability
• Decision Making
• Initiative
• Safety Awareness
• Teamwork

Education and/or Experience:

• High School Diploma or GED required.
• Three (3) years administrative experience; work in the public sector desired.
• Ability to obtain Virginia Contracting Associate (VCA) certification within one year of employment preferred.
• Virginia Notary Public preferred.
• Principles of excellent internal and external customer service.
• Professional attitude and appearance.
• Excellent professional telephone technique.
• Maintain a friendly and positive attitude when interacting with customers, guests, and other employees.
• Solid written and verbal communication skills.
• Excellent organizational skills.
• Multi-tasking and time management skills, with ability to prioritize tasks.
• Fluent in Spanish, desired.
• Quick learner.
• Enthusiastic and personable.
• Experienced in Microsoft Office Suite.
• Follow established administrative policies and procedures.
• Ability to be resourceful and proactive when issues arise.
• With supervision, can establish and document administrative processes for others to follow.
• Establish and maintain effective working relationships both within and outside the organization.

Physical Demands:

The physical demands described here are representative of those that an employee may perform on an occasional to regular basis while performing functions of this job. A detailed Physical Demands Analysis is available in Human Resources and a copy will be provided to all incumbents in this position. While performing the duties of this job, typical of office work, include lifting up to 10 pounds, and minimal pushing or pulling.

Work Environment:

The work environment characteristics described here are representative of those an employee may encounter on an occasional to regular basis while performing the functions of this job. Environmental conditions necessitate following strict safety guidelines and use of Personal Protective Equipment. While performing the duties of this job, the employee performs work indoors in a climate controlled environment, with outdoor trips between buildings.

Disclaimer:

The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.