Administrative Assistant

Job Purpose/Summary

This position is key in ensuring the office and administrative operations run smoothly and efficiently. It supports the work of all departments and applicable projects. A diverse understanding of the organization and operations is ideal. Participation in staffing events may also be required. Ability to work with various work styles is also important. The Administrative Assistant will set the tone and feel of CIS with internal and external stakeholders interacting with CIS. Positivity and professionalism are a key combination as is flexibility and managing different tasks at one time. This position will also schedule and connect with vendors, partners and community members to support the office as needed. This position will perform any and all reasonable and work-related duties assigned by CIS of Nevada Leadership.

Duties and Responsibilities

Administrative & Office Coordination

• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Handling incoming calls and other communications.
• Managing filing system.
• Recording information as needed including in-kind and volunteer data collection and entry.
• Greeting clients and visitors as needed.
• Updating paperwork, maintaining documents and word processing.
• Helping organize and maintain office, maintain office, common areas including receptacle waste and cleaning out the refrigerator daily.
• Perform general office and program administration duties, including errands for special events, initiatives, school site supply distribution, and office needs.
• Organizing travel by booking accommodations and reservations needs as required.
• Support both existing and new outreach initiatives.

• Maintaining office supply inventory including reordering as needed. Assist with resource supply inventory as needed.
• Maintaining office equipment as needed.
• Creating, maintaining, and entering information into databases.
• Maintain scheduling of meetings and meeting spaces.

Finance, HR, Fundraising Support

• Support credit card reconciliation but scanning receipts into online system.
• Support finance functions by entering funds received, making deposits and entering transactions into online systems.
• Maintain donor thank you letter process for the affiliate.
• Assist HR in coordinating, scheduling interviews, and new hires for affiliates.
• Other duties as assigned.

Qualifications and Competencies

Qualifications include:

• High school diploma or associate’s degree preferred or equivalent experience.
• Experience as an office assistant or in related field preferred.
• Ability to write clearly and help with word processing when necessary.
• Experience with Microsoft Office 365 required.
• Approachable and engaging
• Strong communication skills.
• Ability to work well under limited supervision.
• Detail oriented and well-organized.

Work Environment & Physical Demands

• Work environment is indoors and climate controlled. Frequently exposed to outdoor weather conditions.
• Moderate noise levels as found in a business office.
• Use of own automobile.
• Must be able to pass criminal background check, fingerprinting, and drug screen.

• Travel to school sites, special events, and other opportunities as they arise may be required
• Must be able to lift up to 30lbs.