What are the responsibilities and job description for the Shelter Administrative Assistant position at Elmcor Youth & Adult Activities Inc?
Summary:
The Administrative Assistant initiates, coordinates and executes administrative support to Shelter team.
This position reports to Shelter Program Director.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Core duties and responsibilities include the following. Other duties may be assigned.
- Assists in development and implementation of department systems and procedures as needed.
- Performs general clerical duties including but not limited to filing, photocopying, faxing and mailing.
- Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
- Composes, types, and distributes professional correspondence, emails, faxes, reports, meeting minutes, etc. using individual initiative and as assigned.
- Distributes daily internal/external mail and overnight packages.
- Orders and maintains supplies; coordinates equipment maintenance.
- Assists in development and implementation of department systems and procedures as needed.
- Proactively establishes, and maintains highly organized filing system; maintains correspondence and other records.
- Coordinates calendars and schedules appointments and meetings.
- Attend and assists with events and administrative/clerical duties as needed.
- Coordinates meeting reservations and provides onsite support, including assistance with audiovisual equipment set up, refreshments, etc.
- Responds to inquiries and triages calls to appropriate personnel.
- Monitors and maintains shelter unit spreadsheets and documents.
- Maintains filing system of contacts, budgets and other relevant documents.
- Provides support for special projects and assignments.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE:
- BA/BS degree and/or equivalent experience, or
AA degree and 2 years’ experience, or
HS Diploma or GED and 3 years applicable experience
OTHER SKILLS AND ABILITIES:
- Must have strong interpersonal skills to support leadership, management, negotiation and problem-solving functions of this role.
- Excellent judgment and discretion; ability to handle multiple priorities simultaneously, meet deadlines, and handle work-related stress is required.
- Friendly, courteous, service-oriented, professional, outgoing, and customer service oriented.
- Remain calm and professional in stressful situations.
- Detail oriented while maintaining an extremely positive attitude.
- Must be able to work independently and productively with minimum supervision.
- Recognize problems, identify possible causes and resolve routine problems.
- Team player with a "can do" attitude that can work in a fast-paced environment.
- Ability to establish and maintain professional atmosphere for employees, clients and customers
