What are the responsibilities and job description for the Administrative Assistant position at Rock Valley Community Programs, Inc.?
POSITION TITLE: Administrative Assistant DEPARTMENT: Administration
REPORTS TO: Director of Human Resources STATUS: Non-Exempt
TYPE: Full-time HIRING RANGE: $16.00-$19.00/hour
JOB SUMMARY
This position provides administrative support to the Leadership team. The administrative assistant performs a variety of complex and confidential duties. This position performs administrative duties, reception, mail, clerical, and customer service duties.
DISTINGUISHING CHARACTERISTICS
Positions in this class require prior clerical and administrative experience and perform varied clerical duties under general supervision within a framework of standard policies and procedures. Assigned tasks require initiative, organization, and independent judgement in solving routine problems. Performs responsible and confidential reception and clerical duties under limited supervision requiring a thorough knowledge of policies, procedures, and precedents. Reports, documents, and records prepared and maintained by employees in this class are often of a highly confidential nature. Assigned tasks require professionalism, tact, independent judgment, initiative, and organization.
ESSENTIAL FUNCTIONS
Performs a variety of confidential clerical duties consistent with the administrative function, including, but not limited to:
- Assist the Leadership team in technical and clerical duties.
- Determine priorities of workload and communicate any barriers in completing assignments/duties by the deadline.
- Compose and route routine correspondences, reports, and meeting minutes.
- Complete required copying, filing and faxing of administrative documents.
- Revise human resource, administrative, and agency forms as required.
- Maintain all administrative office machines and necessary supplies. Call for repairs as needed and maintain log of all repair calls.
- Receipt and log on cash Receipt log all incoming agency funds and distribute to the Accounting Manager daily.
- Process EOM and ICU winners with paperwork, communication, and distribution of money.
- Log and deliver packages; Log and deliver Veterans medications
- Petty Cash: Maintain a certain dollar amount, record and log all purchases; Give to the Director of Human Resources each month
- Scanning: Maintenance work orders, delivery logs, security logs, fax activity reports, water reports, pest control, kitchen temps, inspections, ICU, Employee of the Month
GENERAL FUNCTIONS
Reception Duties
- Screen calls, visitors and refer inquiries appropriately and professionally.
- Take and route messages in a timely manner.
- Date stamp, open if applicable, sort and distribute all incoming mail.
- Consistently present a professional profile of the organization to the public.
- Receive and log all donations
- Monthly surveys: Residential Exit Surveys, Veteran Monthly and Exit Surveys. Collect and compile survey data on to spreadsheet. Email to Case Managers monthly.
- Administration Schedules: Weekly and monthly calendar
- Order business cards and door plates as needed
Agency Supplies
- Process all orders for office supplies in a timely manner.
- Ensure an adequate inventory of administrative supplies.
- Inventory
- Maintain an up-to-date inventory of all administrative and agency items per the Inventory Policy and Procedures.
- Assure all administrative items are labeled appropriately per the inventory log.
Remain knowledgeable in the following areas:
- Agency programs, staff and Board of Directors.
- Administrative and Human Resource filing systems.
- Administrative Office Machines – use and basic maintenance.
- Agency Policies and Procedures as outlined in the Employee Handbook.
Employee in this position is expected to have regular attendance to complete the essential job functions. Regular attendance includes being on time and completing your shift. It also includes no more than 12 days of absences per year without supporting medical evidence; this includes unpaid and paid sick time.
Please respond promptly to all calls and messages from RVCP supervisors. Failure to return phone messages in a timely manner may result in discipline of termination of employment status.
Maintain a favorable working relationship with all other agency employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity, and efficiency / effectiveness.
NON-ESSENTIAL FUNCTIONS
- Assure set-up of conference room for all teleconferences, trainings, and Board meetings.
- All other duties as assigned.
EDUCATION / EXPERIENCE
- High School Diploma or equivalency and a minimum of two years administrative experience.
- Proficiency in Windows and Microsoft Office Programs including Word, Excel and Internet Explorer.
KNOWLEDGE / SKILLS
Must have knowledge of the following:
- Grammar, spelling, punctuation, and arithmetic
- Modern office methods, procedures and equipment, and business letter and report writing
- Fundamental record-keeping principles and procedures
- Receptionist and telephone techniques and filing systems
Must have the following skills:
- Ability to work in a fast-paced environment, juggling multiple priorities
- Follow oral and written directions
- Work effectively with others
- Learn rapidly
- Type accurately from clear copy
- Communicate tactfully and effectively in both oral and written form
- Work independently in the absence of supervision
- Analyze situations carefully and adopt effective courses of action
- Compile and maintain complex, extensive, and confidential records and files
- Prepare confidential reports
PHYSICAL DEMANDS
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Maintain a favorable working relationship with all other agency employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity, and efficiency/effectiveness.
This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required by their supervisor and/or other supervisory staff.
Salary : $16 - $19
