Administrative Assistant / Front Desk Support

Description

Job Description

The statements are intended to describe the general nature and level of work being performed by the individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Incumbent supports the organization's mission, vision, and values. Our mission at OSLP is to empower adults with intellectual and developmental disabilities.

Excluded by collective bargaining agreement  

Position Overview

Under the direct supervision of the Human Resources Director, this position provides administrative support to the Executive Director, Associate Director, Human Resources, Finance, Development, Nurses, and Front Desk Support.

Essential Job Functions

• Administrative support via typing, filing, scheduling, coordination of meetings and conferences, obtaining supplies, mailings, special projects, and report creation. 
• Assists with meeting preparation (creation, copying, distribution of meeting materials), meeting set-up, note-taking, minutes generation, and distribution. 
• Oversee and coordinate event(s), including organization and planning, location selection, and overall oversight and administration of event(s). May arrange services or reservation of facilities. 
• Assists by scanning, emailing or faxing documents.  Occasional delivery or pick-up of agency items.  Assembles highly confidential and sensitive information. 
• Responds to email and phone calls or takes messages and fields/answers all routine questions when needed.
• Independent judgment is required to plan and organize a diversified workload.
• Creation of visual presentations for meetings, including setting up presentation equipment, laptop, projector, sound equipment, refreshments, etc. 
• As Front Desk Support, provide support via phone calls, messages, and voice mail; follow up on training attendance; collects and distributes mail; group home receipt processing and group home rent payments; assist with distribution of paychecks and pay “draws”; and Admin On-Call phone programming.
• Interacts with a diverse group of internal/external stakeholders.

Qualifications

Physical Requirements

Occasionally = up to 1/3 shift

Frequently = up to 2/3 shift

Continuously = throughout shift

• Standing: Continuously in combination with walking indoors and outdoors.
• Sitting: Occasionally
• Walking: Continuously in combination with standing.
• Worker Mobility: Can change positions frequently throughout work shift.
• Carry/Lift: Occasionally and independently lift and carry 0‑25 pounds.
• Pushing/Pulling: Frequently throughout the work shift.
• Bending/Squatting: Frequently throughout the work shift.
• Reaching/Handling: Use of fingers/hands/arms continuously. Occasional overhead reaching needed.
• Grasping/Squeezing: Frequently throughout work shift.
• Twisting: Frequently throughout work shift.
• Climbing: Occasionally ascend or descend stairs or ramps indoors or outdoors.
• Crawling: 0% of the time.

Social Skill Requirements

• Ability to positively interact with residents, co-workers, and management.

Aptitude Requirements

• Must be able to read and write English fluently; excellent written and verbal communication skills.  Able to perform basic math functions.
• Must have the ability to analyze, reason, and make decisions; excellent organization skill and be detail-oriented.
• Must be able to learn and retain new skills.
• Graphics or desktop publishing experience preferred.
• Experience with Word, Publisher, PowerPoint, Prezi, Access, HTML and Outlook preferred.
• Type and design general correspondence, memos, charts, tables, graphs; proofreads copy for spelling, grammar and layout, making appropriate changes.  Responsible for accuracy and clarity of final copy.
• General knowledge of secretarial, office administrative procedures and operation of standard office equipment.  Work requires continual attention to detail in material preparation and interaction.
• Must maintain a high level of confidentiality. Position continually requires tact and diplomacy.
• Ability to pass a full criminal history background check.

Environmental Factors

• Most work is performed in an office environment.
• Occasional exposure to outside elements.
• Occasional driving of vehicle.
• Work is in a fast-paced environment and requires the ability to juggle and prioritize multiple, competing tasks and demands, and to seek assistance as needed.

This position summary covers most of the duties performed; however, other duties and responsibilities not listed may be assigned at the discretion of management.