Administrative Assistant

Essential Job Responsibilities

· Professionally answers incoming phone calls, and greets visitors and clients to the YFAC center, consistently following security protocols.

· Acts as a helpful liaison to the Executive Director and Director of Operations with regard to staff, client, and contact needs; scheduling; and engagement with community partners, law enforcement agencies, professionals, and others.

· Capably manages YFAC calendars, including planning meetings, coordinating recurring check-ins, and communicating with multiple parties to schedule events.

· Serves as a back up to the receptionist (Volunteer Coordinator), effectively providing support to all staff and allied professionals for client intake, forensic interviews, SANE exams, or mental health sessions.

· Continuously maintains confidentiality of sensitive and confidential client and YFAC information.

· Efficiently coordinates production and delivery of office materials, documents, forms, letters, and other correspondence.

· Cooperatively provides administrative support on center projects, events, and training; as well as back up payroll support.

· Regularly calendars, prepares documents for, attends, and documents all board meetings; facilitates board member communications; and maintains corporate records, including bylaws and policy and procedures documents.

· Effectively serves as the primary data entry and reporting manager, which includes the management of the YFAC client database.

· Accurately compiles statistics and reports for grant reporting on an as needed, monthly, quarterly, and yearly basis.

· Recurrently designs and distributes quarterly newsletter.

· Capably administers YFAC’s online accounts to manage user accessibility, recordings, content, and reporting.

· Regularly maintains YFAC’s website and online presence.

· Picks up and distributes mail daily; timely logs checks, and enters check donations in fund development tracking software.

· Cooperatively assists with the facilitation of new hire paperwork and new employee onboarding.

· Competently coordinates building, facility, and grounds repair and maintenance; in addition to vendor scheduling.

· Frequently assists with ordering, tracking, receiving, and inventory of office and general supplies.

· Proficiently assists the Multi-Disciplinary Team (MDT) Case Review Coordinator and serves as the backup coordinator:

o Tracks all cases received at, referred to, and clients who contact YFAC.

o Assists in the coordination of scheduling, file collection, calendaring, and distribution of the list of cases, which are appropriate for the MDT review.

o Creates and sends invitations for bi-weekly case review meetings, both in-person and virtual.

o Coordinates with law enforcement, DCS, and the County Attorney to ensure that all needed information is gathered and ready for presentation at case review.

o Schedules additional MDT meetings as requested by the Director of Operations.

· Continuously exhibits work behaviors consistent with PCA Az’s core values and maintains a respectful and accepting approach towards others.

· Cooperatively, courteously, and helpfully works with coworkers, management, and others.

· Other duties as assigned.

Minimum Education and Experience Qualifications

· A minimum of two years of work experience as a proficient administrative assistant is required. Additional experience in office administration, client support, victim services or a related field, and some higher education is preferred.

· Must have a current Level one Fingerprint Clearance Card (or obtain one within 30 days of hire), and complete and sign a Central Registry DCS-1083A form.

· Proficiency with Microsoft Office products, computer skills, and operation of standard office equipment is required.

· Must be highly organized, attentive to detail, able to multi-task, appropriately prioritize work, and proactively and independently complete projects in a timely manner with limited supervision.

· Excellent written and verbal communication skills are required.

· Experience in social services and working with a wide variety of individuals from various professional sectors and communities is preferred.

· Must demonstrate a commitment to the mission of PCA Az and YFAC.

· Experience in social services is preferred.

· Experience with grant writing, social media, and marketing is preferred.

Physical Requirements and Work Environment

· Approximately 85% of worktime is spent at a desk in the YFAC office using a computer and telephone; the remainder of the time is spent moving about the office to complete duties.

· Must be able to ambulate around the office, company grounds, etc. either on foot or with an assistive device.

· Offices are temperature-controlled environments.

· Must be able to effectively communicate orally and in writing with others in-person, by phone and through electronic devices.

· Duties include lifting items that typically do not weigh more than 10 pounds.

· The standard operating hours of the center are from 8:00 am to 5:00 pm, but some flexibility to include weeknights and weekends for specific events or other support may be required.

Job Type: Full-time

Pay: $22.50 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Administrative: 2 years (Required)

Ability to Commute:

• Prescott Valley, AZ 86314 (Required)

Ability to Relocate:

• Prescott Valley, AZ 86314: Relocate before starting work (Required)

Work Location: In person

Salary : $23 - $25