What are the responsibilities and job description for the Administrative Assistance position at The Covering House?
Administrative Assistant
FLSA Status: Non-exempt; Full time
Reports to: Director of Professional Development
Days/Hrs. of Work: Monday-Friday 9:00 am ? 5 pm
Salary: $15.00/hr.
PRIMARY OBJECTIVE: To assist the Director of Professional Development and other office staff as needed with administrative duties, work with volunteers, keep office organized, answer phones and other duties as assigned.?
ESSENTIAL JOB FUNCTIONS:
PRIMARY DUTIES
1. Front Desk/Phones
a. Be initial office contact for The Covering House. Greet all visitors, promptly and courteously, and directing visitors to appropriate destinations?
b. Answer all incoming phone calls, forward call to appropriate staff, take messages??
c. Check all missed calls and voicemails each morning.
d. Answer all emails and ensure that all email messages are directed to appropriate contact (30 min ? 3 hours each day).
e. Forward phones as needed when away from the office
2. Mail?
a. Get mail 3 times a week from P.O. Box?
b. Open all mail??
c. Send out mail as needed. (e.g., brochures, merchandise, etc.)?
d. Receive all incoming packages and distribute to the appropriate staff as needed.
e. Copy checks and give to Accounting Manager
3. In Kind Donations
a. Act as office organizer for donations.
b. Maintain and develop inventory of donated items.?
c. Maintain organization and cleanliness of storage area.
d. Maintains in kind donations? lists (below), solicits groups for in-kind donations, arranges drop off and pick up for donations.?
e. Update website with newest ?Current Needs List?.??
f. Email each group for Stock Our Pantry before their collection month. Coordinate with each group to schedule drop off time.??
g. Update Amazon Wish List, Target List and Walmart Wish List when needed.?
4. Volunteer Coordination?
a. Be initial contact for all volunteers ensuring completed application.
b. Coordinate with all department directors and supervisor all volunteer assistance that is needed.
c. Screen all volunteers for background check and fingerprints.
d. Check all volunteer references.
e. Create file for all volunteers (Excluding KITE).?
f. Keep background check screenings, and all other applicable requirements up to date.??
g. Schedule volunteer annual reviews and track performance with appropriate department head.?
h. Organize volunteer training.?
i. Keep record of volunteer activities/hours and report to.?
j. Schedule volunteers/group services for TCH.?
5. Employees?
a. Forward completed applications and resumes to supervisor.?
b. Schedule new hire meetings to conduct review of agency handbook and to complete new hire paperwork.?
c. Obtain character references and employment verifications.
d. Ensure that all required paperwork needed from new staff is obtained and files are put together.
e. Send reminders to staff and obtain missing and updated employee forms as needed.
f. Assist supervisor with CSWIS data entry of employee information.
g. Put together new orientation manuals, training information and other information as needed.
h. Send monthly reports to supervisors.
8. Office/Janitorial??
a. Keep front reception area clean and clutter free.
b. Order office supplies as needed
c. Change ink cartridges when needed.??
d. Distribute new employee badges.
e. Ensure working order of office equipment.
f. Minor office cleaning as needed?
9. General Assistant Duties
a. Keep office stocked with marketing materials (brochures, QSS gifts etc.)?
b. Keep office stocked with basics: water bottles, paper products, utensils, soap, copy paper, etc.?
c. Printed things for administrative staff??
d. Responsible for copying and distributing reports, forms, and client information to appropriate, authorized parties.?
e. Assist at the Residential House as needed.
10. Computer
a. Assist HR in inputting data info HR program.
b. Be the administrator for the HR SharePoint site.
REQUIREMENTS
? Exceptional organizational skills?
? Exceptional oral and written communication skills?
? Excellent customer service focus?
? Demonstrated skills in word processing, website maintenance and other computer software, including but not limited to, Microsoft Office (Word, Excel and Power Point)
? Ability to work without direct supervision in a small office environment?
? Ability to accept and adapt to change??
? Knowledge of The Covering House?s programs??
? Personal qualities of integrity, credibility, and commitment to the mission of The Covering House?
? Complete 40 hrs. of professional training annually.??
EXPERIENCE: Some front office experience preferred.??
SUPERVISORY RESPONSIBILITIES: No direct reports
QUALIFICATIONS:
? High school diploma required. 4-year degree preferred.??
? Ability to pass annual child abuse/neglect and criminal background screenings in Missouri, and all other states lived and worked in in the last five years at outset of employment.
? Pass fingerprint screening
? Pass a physical examination and TB test.
PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demand and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:?
1. Physical demands: The employee is occasionally required to walk; run; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; twist; stoop; bend; talk and hear. The employee must occasionally lift and/or move up to 25 lbs and push/pull or resist force during a physical restraint.?
2. Work Environment: While performing the duties of this job, the employee is exposed to harsh weather conditions prevalent during certain times of year. This could affect transportation, recreational activities, and outings. Shifts can be very long or unusual hours due to the needs of the facility. Must maintain a three-to-one child-to-staff ratio on campus at all times, per State regulations. May be required to work without regular breaks due to staffing, safety, stay beyond scheduled or various other issues.?