Office Manager/Administrative Assistant

Office Administrative Assistant

REPORTS TO: Chief of Staff

DATE CREATED: January 2024

DEPARTMENT: Administrative

FLSA STATUS: Non-Exempt

I. JOB SUMMARY

Responsible for the general operation of our service center office and for providing administrative support to Service Center Resources. Position serves as the main point of contact for special office projects and office requests, working directly with the Service Center Leadership Team as needed.

Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.

II. ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Oversee and support all administrative duties in the office and ensure that office is operating smoothly.

2. Manage and maintain positive vendor relationships and partnerships including but not limited to office cleaning service provider, building management team, and other key partnerships. Ensures routine office maintenance procedures are scheduled (i.e. vent cleaning).

3. Assist with office layout planning and design, including office moves.

4. Identify opportunities for process and office management improvements, and recommends, designs, and implements new systems as needed.

5. Manage office supplies inventory and place orders as necessary, including coffee, snacks, and cleaning supplies.

6. Manage Service Center conference and training rooms (training/meeting calendar) .

7. Perform receptionist duties: greet visitors, answer and direct service center phone calls, receive, sort and distribute incoming mail and deliveries, and manage outgoing mail. Responds to regularly occurring requests for information.

8. Types and designs general correspondences, memos, charts, tables, graphs, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

9. Provide other administrative support as necessary, including scheduling and organizing complex activities such as meetings, travel, conferences and department and/or Service Center activities, maintaining service center calendars, doing research, and creating reports as requested.

10. Works independently and within a team on special nonrecurring and ongoing projects.

11. Leads culture/fun committee and is responsible for recruiting new committee members.

12. Other duties and special projects as assigned.

III. OTHER DUTIES

Please note this job description has been designed to indicate the general nature, working conditions and level of work performed by employees within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, working conditions and qualifications required of employees assigned to this job. Duties, responsibilities, and activities may change at any time with or without notice.

IV. MINIMUM EDUCATION

• High School Diploma, Associate’s degree (preferred)

V. MINIMUM EXPERIENCE

• An individual seeking this position should be prepared to display high levels of integrity, motivation, drive, class, dignity, and kindness. In performing Receptionist duties, this individual will be the

“Face” of the company and that individual should take pride in the vital role. Front desk experience is preferred.

VI. REQUIRED SKILLS, ABILITIES AND/OR LICENSURE

1. Verbal and written communication skills necessary to explain complex and/or confidential information and communicate with all levels of management.

2. Time management and organizational skills necessary to manage multiple projects, appropriately prioritize workload, plan for resources to meet deadlines and goals, and work independently in responding to day-to-day functional needs.

3. Demonstrated ability to interact effectively with employees.

4. Ability to anticipate and identify problems and use sound judgment and fact-based analysis to develop effective and efficient solutions.

5. Basic operation of Microsoft Outlook, Word, Excel, & Power Point

6. Aptitude with office systems including printer, scanner, phone systems, and more

7. Good typing, speaking, and writing skills

8. High energy and eager to develop both personally and professionally

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Customer service: 1 year (Required)

Work Location: In person