The Office Coordinator/Administrative Assistant reports to the Operations Manager (OM) and is a key player within our growing Agency with cross-functional duties that support our office operations and satellite functions such as Facilities, Finance and Administration. The Office Coordinator/Administrative Assistant is, at times, the first point of contact for clients and employees. They will greet visitors and answer the telephone in an efficient, friendly, and professional manner. In addition, the position is responsible for Office Administration, will provide the Executive Office and Finance department with professional administrative support.
JOB APPLICATION PORTAL LINK: https://recruiting.paylocity.com/Recruiting/Jobs/Details/3121285
Qualifications:
-A secondary degree is required, BA preferred.
-Proficiency with MS Office especially Word, Excel, Outlook, and PowerPoint
-Friendliness and positive attitude with excellent customer service skills
-Professional appearance and demeanor expressed and demonstrated within their personal and preferred cultural and ethnic norms
-Excellent verbal and written communication skills
-A minimum of three years of previous office experience is preferred
-Requires sensitivity in communication with children, as well as sensitivity to their issues (foster children in particular)
-Ability to understand privacy/confidentiality issues thereby keeping certain matters confidential
-Flexibility with standard work schedule including a willingness to work overtime occasionally
-Exceedingly well organized, flexible and enjoys the challenges of managing an office of diverse people in an ever-changing environment
-Hands-on approach to tackling projects & tasks, including assistance for event setup and breakdown; ability to occasionally lift up to 25 lbs.
-Ability to multi-task, to manage priorities and workflow
-Good driving records
-Strong planning and organizational skills: highly organized and focused on project deadlines, with outstanding follow-through and attention to details
-Ability to take initiative, problem solve and be self-directed.
-Must be able to travel between locations or run errands using personal or public transportation.
Responsibilities:
-Duties related to general administration:
-Represent A Better Way, Inc. in a positive and professional manner during telephone/written communications and in-person contact with staff, clients, foster parents, business associates, etc.
-Phone duties - Answering the door buzzer and telephone in a timely manner.
-Greet incoming guests, staff, board members, etc.
-Receive/stamp all incoming mail and distribute mail pertaining to the appropriate staff and/or department. Handle all outgoing mail and sensitive faxes.
-Provide administrative support to the Executive Office.
-Research/analyze data and develop reports for management decision making.
-Follow up on projects assigned to managers by members of the Executive Office.
-Develop agendas for C-suite, Senior Leadership, Board of Directors, and committee meetings; disseminate meeting material packet.
-Maintain key corporate documents and records.
Duties related to Finance:
-Scanning daily deposit support, initiating remote deposits and filing the documents in electronic folders,
-Scanning all vendor invoices, distributing the invoices to program directors for approval, tracking them until they are received with approval, and submitting to Accounts Payable for payment.
-Filing the scanned vendor invoices in electronic files.
-Obtaining signatures from CEO on various documents and ensure appropriate delivery.
Duties related to Office Administration:
-Point of contact for all administrative assistants, centralizes other offices’ requests, needs and concerns, and escalates them to supervisor.
-Facilitate access (upon request) for external vendors.
-Owns the purchasing function for the administrative department and orders office supplies for the Agency.
-Organize, manage the distribution of keys to the appropriate staff.
-Ensures that all equipment are functional (copier, etc.).
-Coordinates all maintenance and repair calls for facilities and equipment and communicates significant maintenance needs to the Operations Manager.
-Purchase and maintain sufficient inventory of PPE, office supplies and the replenishment of supplies for all common areas (e.g. lobby, conference rooms, copier areas, breakrooms, and restrooms).
-Issue badges and keys to new staff.
-Coordinate lunch arrangements for meetings as required.
-Conduct daily walk-throughs to ensure the office environment is welcoming, organized, and effective to promote first in class office experience.
-Responsible for opening and closing the building.
Work Environment:
While performing the duties of this job, the employee regularly works in an office setting.
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.
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
Position Type/Expected Hours of Work:
This is a full-time, essential position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5:30 p.m.
Travel:
Local travel to various worksites is required.
Work Authorization/Security Clearance:
Employees must pass a background check and receive TB and health clearances prior to employment. Driving records are reviewed periodically per company policy. Compliance with ABW vaccination policy.
A Better Way is committed to workforce diversity. Qualified applicants will receive full consideration without regard to age, race, color, ethnic background, religion, gender, sexual orientation, HIV-status, national origin or disability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.