Administrative Associate - 3rd Street Women S Residence

Anticipated work schedule: Tues - Sat 9am -5pm

Job Summary:

The Administrative Associate provides hands-on admin support for the Third Street Women’s Residence, including front desk reception, phone coverage, file management, time card management, equipment maintenance, systems backup, and report production. You will also play a crucial role providing administrative support directly to the Program Supervisor to ensure the efficient operation of the program.

Qualifications:

High school diploma or equivalency with business school certificate and/or college business courses equivalent to a certificate

2 years of supervisory experience

Must be computer literate with knowledge of Microsoft office

Must have excellent organizational and writing skills and typing skills (65 wpm)

Two to three years office experience

Ability to utilize computer information systems and computer assisted design

Ability to communicate clearly

Thorough knowledge of office practices, principles and procedures

Able to be flexible in work hours

Responsibilities:

Supervision

Will be responsible for managing and supporting the Receptionist/Administrative Assistant

Records Maintenance

Updating administrative files

Setting up computer files for various departments

Administer recordkeeping of time cards and submission of payroll, including the implementation of the new NOVATIME time and attendance system

Administrative Duties

Maintains equipment and supply inventory; maintains records relating to receipt and issuance of materials or equipment; prepares purchase and supply requisitions, or other program or agency documents

Performs preventive maintenance on auxiliary office equipment and makes minor repairs; cleans, repairs

Reviews hard copy reproduction requests and handles those which require quick response

Arranges for internal records storage and retrieval and for transfer of old records to the archives

Working knowledge of the operation, adjustment and maintenance of office equipment and machines

Working knowledge of storeroom methods and procedures

Ability to maintain complex records and to prepare reports

Establishes and maintains filing systems; prepares records for storage and/or archiving

Answers telephone and taking accurate messages

Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries

Maintains customer confidence and protects operations by keeping information confidential.

Secures information by completing data base backups

Prepares reports by collecting and analyzing information

Administrative Assistant to the Program Supervisor

Maintains Program Supervisor appointment schedule

Collecting and analyzing information for monthly reports

Record meeting discussions

Maintains customer confidence and protects operations by keeping information confidential

Available evenings, overnight, weekends, and holidays

Other related duties as assigned by supervisor

Essential Physical Job Functions:

Ability to communicate clearly

Must be able to use a computer

Must be able to read, write, type and use phone system

Ability to perform tasks that require lifting, reaching, and bending

• Two to three years solid office experience
• Proficient in Microsoft Excel, Outlook, Word, and PowerPoint

• Excellent interpersonal skills, ability to interact well and understand needs of a diverse population

• High School or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)