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Administrative Assistant Needed

Administrative Opening

TITLE: Administrative Assistant DATE: November, 2016

SUMMARY:
This position provides logistical and data collection support and office coordination to the organization, ensuring the maintenance of appropriate systems and tools for the agency’s success. The Administrative Assistant must be creative and enjoy working in a small organization that is mission-driven, results-driven and community oriented. The ideal candidate will have the ability to exercise good judgment in various situations and maximize the use of technology, with good communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. Specifically, the Administrative Assistant is responsible for providing comprehensive support services to the chief officers in the administration and operation of organizational activities and projects that further the goals and responsibilities of the agency.

ROLES AND RESPONSIBILITIES
Organizational Support:
Provides timely and proactive management of the organization’s office environment including mail delivery, phone coverage, and physical appearance.
Acts as liaison with landlord and building services on any office/janitorial related issues. Arranges new staff orientation to RPC security system
Trains new staff in sign in book, timesheets, travel forms, phone use
Prepares Board minutes and meeting arrangements
Support the administrative team in all necessary endeavors, as requested.
Performs other related office duties, as required.

Staff Performance Management
Program specific training materials prepared, explained and monitored throughout the year. Assists Systems Director in all data endeavors including, but not limited to: keying program data into internal/state systems; collecting and coding monthly paperwork; preparing, distributing, collecting, and coding all organizational program surveys and evaluations; and other data-based duties, as necessary.
Create tables and charts and interpret program data for various programs and staff members, as needed.

Project Management
Provide efficient and professional administrative support to the Program Director to include: preparation of all Summer LIT recruitment materials; all arrangements for student transport and free lunches for Summer LIT; preparation of all student specific info for summer program Supports events and campaigns as directed by Communication Coordinator

Financial Management:
Maintains curriculum and related supplies inventory for Program Director and Prevention Specialists. Informs Accountant of needed purchases.
Maintains various supply storage areas for appearance and quantity.
Assists Accountant with maintenance and accuracy of timekeeping records.
New Initiatives Support:

Support Systems Director in monitoring and data management of all new initiatives

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Excellent computer skills with demonstrated proficiency with Microsoft Word, Excel, Access and statistical software. Demonstrated ability to maximize the use of technology.
Demonstrated ability to work cooperatively and efficiently with other staff and staff of other agencies, vendors and the general public.
Ability to multi-task, work independently and with minimum supervision.
Ability to lift 30 pounds.
Self starter with a high degree of initiative and self confidence.
Ability to work calmly under pressure.
Excellent organizational skills.
Demonstrated communication skills both oral and written.
Ability to relate appropriately and effectively with diverse groups and populations.
Maturity and good judgment.
Working knowledge and comfort with office procedures and equipment.
Working knowledge of basic bookkeeping principles is helpful, but not required.

MINIMUM QUALIFICATIONS:
Bachelor’s degree in an appropriate field plus two years supervised business working experience.

ADDITIONAL CONSIDERATIONS:
Must have valid driver’s license and routine access to a vehicle. Must pass NYS Office of Alcoholism and Substance Abuse Services required criminal background check with associated fingerprinting.
Must be able to climb a flight of stairs and carry up to 30 lbs. of office supplies as part of the inventory responsibilities.
EOE

Jobdescription Administrative Assistant 2017

For more information, email Tammy Bennett at: tregnet@wnyunited.org

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