What are the responsibilities and job description for the Office Administrative Assistant position at Forest Park Forever Inc?
FUNCTIONS OF THE JOB:
- Welcomes FPF main office guests and directs incoming calls and emails to appropriate FPF person, department or outside organization.
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Office Operations:
- Mail/ Deliveries: Receives, opens, sorts and distributes incoming correspondence, including deliveries, faxes and email. Maintains postage account. Process donations received through mail,
- Office Equipment: Has a working knowledge of office equipment (i.e., copiers, postage machine, envelope printer, etc.) and assists when issues arise.
- Room Rental Support: Assists with facility rentals, including the related updates to the master schedule. Also assist with locker room renewals.
- Office Tidiness: Orders, organizes and maintains office and kitchen supplies and keeps kitchen area clean and office areas decluttered.
- Account Reviews: Reconciles office purchases to invoices and manages the budget for office supplies.
- Office Processes
- Supplies: Establish protocols for ordering and maintaining and inventorying office supplies
- Operates with a mindset of continuous improvement where office processes, practices and current systems are evaluated and modified, as needed.
- Considers ways to reduce the environmental impact on the business by leveraging technology.
- Office Support:
- Assist departments and team members with daily activities and special projects as requested.
- Assist Executive and Administrative Assistants in preparing for meetings, including board committee meetings and with individual donors, etc.
- Answering telephone and in-person membership inquiries.
- Maintains staff contact lists.
- Maintains confidentiality in all aspects of the organization’s information.
- Assist with other duties and projects assigned.
POSITION QUALIFICATION REQUIREMENTS:
- Minimum of associate’s degree and 2-3 years working as an administrative assistant, receptionist or equivalent experience, preferred.
- Knowledge of Microsoft Outlook and Office Suite (Word, Excel, Power Point) required. Familiarity with Raisers Edge is a plus.
- Ability to interact with all levels of staff, volunteers, donors, and the public.
- Ability to successfully prioritize and manage multiple tasks simultaneously, high level of accuracy.
- Ability to evaluate and edit the content, structure, and format of a range of communications.
- Strong verbal and written communication skills.
- Scheduling flexibility that allows working occasional weekends and evenings is required.
LICENSE(S)/CERTIFICATION(S) REQUIRED:
- None
PHYSICAL WORK REQUIREMENTS/WORK CONDITIONS:
- Constantly operates computers and other office equipment.
- Frequently works in an indoor office environment.
- Occasionally required to move throughout the office or park
- Daily communicates by listening and responding to others
- Frequently lifts and moves materials up to 20 pounds.
POSITION SUMMARY: The Office Administrative Assistant furthers the mission of Forest Park Forever (FPF) by modeling good customer service, while ensuring that office processes are organized and efficient, and all associates and departments are administratively supported.
