Administrative Assistant

May 23, 2018

Company Name:
St. Joseph Youth Alliance

Title of Position:
Administrative Assistant

Description:
STATUS: Full-time, Non-Exempt QUALIFICATIONS: High School Diploma/Equivalent. Proficient in MS Office suite, Email and Internet. Successful candidate will have strong communication skills, both verbal and written, organizational skills, both analytical and problem solving, and the ability to work with confidential documents. Individual must have the ability to manage multiple tasks and achieve deadlines under pressure. Post-secondary education in business, computers, or office management is an asset. DEFINITION: Under the direct supervision of the Executive Director, this position provides administrative and secretarial support to the Youth Alliance staff, board, and customers. In addition to typing, filing, and scheduling, performs duties such as record keeping, coordination of meetings, obtaining supplies, coordinating direct mailing, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of external callers and visitors as well as internal contacts. Independent judgement is required to plan, prioritize and organize a diversified workload. DUTIES AND RESPONSIBLITIES: Reception • Answer general phone inquiries using a professional and courteous manner. • Direct phone inquiries to the appropriate staff members. • Reply to general information requests with accurate information. • Greets customers to the organization in a professional and friendly manner. Office Administration • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents. • Sort incoming mail, faxes, and courier deliveries for distribution. • Forward incoming general emails to the appropriate staff member. • Forward voicemail from the general mailbox to the appropriate staff member. • Update and ensure the accuracy of the organization’s databases. • Provide secretarial and administrative support to staff. • Make travel, meeting and other arrangements for staff. • Coordinate the maintenance of office equipment. • Code financial material according to established records management procedures. • Reconcile the cash receipts log to general ledger. • Maintain the organization inventory log. • Maintains Outlook calendar(s) in current and accurate status. • Coordinates meetings and conference calls as needed or anticipated. • Prepare meeting materials and assists with meeting set-up. • Responsible for ordering office supplies and needed. Board & Committee Support • With the Executive Director, prepare meeting agendas and supporting materials for distribution. • Ensure the timely distribution of material to the Board. • Support the Board with meeting, and committee meeting notices • Draft minutes of Board meetings for review by the Executive Director. Other Duties • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. SKILLS & ABILITIES: • Ability to provide positive, outstanding customer service. • Ability to maintain confidentiality. • Ability to interact positively with a variety of personalities and socio-economic populations. • Ability to work in a team environment and provide support to fellow team members is essential. • Problem-solving skills, organizational skills, time management skills, and excellent oral and written communications skills are essential. • Proficiency in a variety of computer software applications are required including Microsoft Office Suite, email and internet applications. REQUIREMENTS: • Individual must pass a background check and drug screening prior to an offer of employment.

Name of Contact:
Robin Hammond

Email Address of Contact:
rhammond@youth-alliance.org

Job Posting Expires:
June 4, 2018