What are the responsibilities and job description for the Administrative Assistant position at Communities In Schools of Eastern Pennsylvania?
Description
The Administrative Assistant is a key role in ensuring high levels of organizational effectiveness and facilitating clear and timely communications. The Administrative Assistant’s responsibilities include front office activities and administrative support to the Human Resources Department and the leadership team. The Administrative Assistant should ensure the smooth running of the office and help improve company workflows and day-to-day operations.
Office Management:
- Respond to phone calls, welcome visitors, distribute mail; and other reception desk duties as assigned.
- Preserve and improve office upkeep and organization.
- Maintain inventory of office supplies and place purchase orders.
- General administrative duties including, filing, copying, and scanning.
- Coordinate office maintenance and repairs.
- Address employee queries regarding office management issues, such as stationary, travel arrangements, and automobile scheduling.
Communication:
- Answer and screen phone calls.
- Respond to emails and correspondence.
- Prepare and distribute documents, reports, and presentations.
- Distribute company-wide communications.
- Provide excellent customer service to both internal and external clients.
Human Resources Department Support:
- General administrative support of department activities, such as, scheduling meetings, preparing correspondence, copying and filing
- Input data into databases and spreadsheets.
- Maintain accurate filing systems, both physical and electronic.
- Assist with the onboarding and offboarding process of employees.
- Plan in-house or off-site activities, like parties, celebrations and staff training.
Leadership Team Support:
- Serve as the primary point of contact and liaison for the leadership team, board of directors, and external stakeholders.
- Maintain calendars for President/CEO & Executive Vice President – schedule meetings/appointments, communicate agendas, and proactively ensure commitments are upheld.
- Prepare meeting materials and agendas.
Additional Responsibilities:
- Remain mission focused and student driven.
- Be an ambassador of CIS.
- Seek and recommend solutions and improvements.
- Deliver upon schedules and plans.
- Comply with agency policies and procedures and promote agency values and culture.
- Perform other duties as may be assigned.
Requirements
SKILLS & QUALIFICATIONS:
- High school diploma or equivalent.
- Proficient in Microsoft Office including programming in Excel and other business programs.
- 2-3 years similar experience
- Strong attention to detail and accuracy.
- Excellent organizational and time management skills.
- Strong communication skills, both written and verbal.
- Ability to meet deadlines and work under pressure.
- Personal qualities of integrity, credibility, and a commitment to and passion for the mission of Communities In Schools of Eastern PA.
- Must be committed to supporting diversity and inclusion efforts within their team and across the organization.
- Ability to work effectively in a changing work environment. Combine a collaborative spirit with the independent initiative required.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS:
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.
Upon request for a reasonable accommodation, the Company may be able to adjust or excuse one or more of these requirements, depending on the requirement, the essential functions to which it relates, and the proposed accommodation.
- While performing the duties of this job, the employee is regularly required to sit, work on the computer, think clearly, and communicate effectively.
- The employee must occasionally lift or move up to 15-25 pounds.
- Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
Travel:
Travel is not anticipated with this position.
EEO Statement:
CISEPA employees are protected by federal laws, Presidential Executive Orders, and other laws designed to protect employees from discrimination on the basis race, ethnicity, color, religion, nation origin or citizenship status, ancestry, sex (including pregnancy, childbirth, and related medical conditions), gender identity, gender expression, sexual orientation, genetic information, marital status, familial status, GED rather than high school diploma, physical or mental disability, relationship or association with a disabled person, source of income, age (35 years of age and older), height, weight, veteran status, use of guide or support animals and/or mechanical aids, or domestic or sexual violence victim status. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions and training and career development programs.
CISEPA employees are also protected against retaliation. Consistent with federal laws, acts of retaliation against an employee who engages in a protected activity, whistleblowing, or the exercise of an appeal or grievance right provided by law will not be tolerated. CISEPA managers and supervisors are also reminded of their responsibility to prevent, document, and promptly correct harassing conduct in the workplace
Salary : $20 - $23
