Employment Type : Full-Time
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. 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 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 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)
Qualifications:
Administrative Duties
ExperienceRequired
Preferred
EducationPreferred