Administrative Associate

ESSENTIAL FUNCTIONS

• Provide excellent customer service to staff, clients, and visitors.
• Provide detailed administrative support to the staff of the Admin Department.
• Provide support to the operation of the 126 Hyde office, including, but not limited to: maintaining reception, front lobby, office supply, conference room, and break areas; providing referrals to drop-in clients, staff, and visitors; submitting work orders, and managing shared calendars.
• Maintain agency-wide staff directories.
• Arrange, assist in preparation for, and schedule trainings and meetings.
• Help coordinate and implement tenant appreciation and agency-wide employee engagement events.
• Coordinate agency-wide interdepartmental mail delivery.
• Order, inventory, assign, and continually organize office and janitorial supplies for THC’s main administrative office.
• Create documents and assist in creating systems for various administrative functions throughout the agency.
• Support the maintenance of THC’s website and online staff intranet.
• Assist in the creation, distribution, and collection and results processing of THC’s annual Client Satisfaction Survey.
• Attend all meetings as scheduled and participate in meetings as requested. Type detailed notes as requested.
• Produce and order staff business cards and THC-branded materials.
• Maintain employee files in compliance with all applicable laws, rules, policies and regulations.
• Prepare donation acknowledgement letters and support agency-wide donation tracking.
• Manage agency-wide supply ordering account and provide support to staff as needed.
• Assist in the organization and maintenance of electronic and hard copy files.
• Scan, file, copy, mail, and create packets and mailers as requested.
• Maintain postage machine and report on monthly department postage use.
• Coordinate confidential document destruction throughout agency administrative sites as needed.
• Coordinate distribution of the monthly birthday and anniversary notices.
• Coordinate distribution of the monthly Core Value Recognition list.
• Coordinate distribution of updated Policies and Procedures and track staff receipt and acknowledgement.
• Work in collaboration with the HR team to complete priority projects and address emerging issues.
• Respond to all phone messages, tenant/client requests, staff requests, and emails as appropriate and in a timely manner.
• Maintain confidentiality of employee records and concerns.
• Work with Associate Director of Communications and Administration, Deputy Director, and Executive Director on special projects as assigned.

This job description reflects management's assignment of essential functions.  It does not prescribe or restrict the tasks that may be assigned.

ESSENTIAL QUALIFICATIONS

• High School degree or equivalent required; BA/BS degree preferred.
• Must have a minimum of 1 year of experience in providing administrative support to an office or comparable job experience.
• Must have a thorough working knowledge of Microsoft Office Suite.
• Must have an ability to complete paperwork accurately and write business correspondence.
• Must have demonstrated customer service and reception skills.
• Must read, communicate orally, and write in English.
• Must have demonstrated problem-solving skills.
• Must have experience navigating a database and have excellent data entry skills.
• Must be able to handle multiple tasks simultaneously in a fast-paced environment with excellent attention to detail.
• Must have demonstrated organizational and filing skills.
• Must pass all post-contingency offer background checks, reference checks, and TB screening clearances
• Experience working with diverse, low-income, homeless or formerly homeless population preferred.
• Experience working in non-profit or public sector preferred.

REQUIRED BEHAVIORAL SKILLS & ABILITIES

• Demonstrates passion, commitment, and behavior that are consistent with THC’s Mission, Core Values, and Customer Service Philosophy.
• Adapts well to change and remains professional, respectful, and composed at all times.
• Must be mature, honest, dependable, and accountable.
• Establishes and maintains effective and appropriate relationships and boundaries, and communicates with clients, co-workers, supervisors, and external parties in a manner that fosters respect and trust.
• Exercises good judgment in using and/or keeping information regarding clients, co- workers, and THC confidential.
• Works well independently, collaboratively, and as a team member.
• Follows instructions completely and asks for help and/or guidance from supervisors when needed.
• Has good time management skills and is punctual to work, THC meetings, and events.
• Refrains from actions that may result in conflict or may be determined as aggressive, threatening, or violent.
• Takes pride in work and performs all assigned duties diligently, efficiently, and effectively.