Opportunities for Inclusion
JOB TITLE: Administrative Assistant
DEPARTMENT: Business
REPORTS TO: Executive Director of Operations/Personnel Services
WAGE: Salary (non-exempt)
WORK HOURS: 30-36 hours work week; with additional flexible hours as needed
JOB SUMMARY The Administrative Assistant serves as a member of the
ESSENTIAL DUTIES: Opportunities for Inclusion Support Services Team. Under direction, performs a variety of secretarial duties and administrative tasks for all Opportunities for Inclusion departments.
Duties include and are not limited to: maintaining existing and new administrative policy & procedures for services to all Opportunities for Inclusion consumers and staff. S/he must possess a professional appearance; be a pleasant and effective communicator; provide excellent phone, data entry, and accurate and timely reports using a variety of software.
PHYSICAL DEMANDS:
Sitting 5-6 hours per 8 hour work shift; alternates occasionally to standing or walking
Standing 1-2 hours per 8 hour work shift; alternates frequently with sitting or walking
Walking 1-2 hours per 8 hour work shift; alternates frequently with sitting or standing
FREQUENCY TERMS DEFINITION
Never = 0% Rarely = 1-10% Occasionally = 11-33%
Frequently = 34-66% Continuously = 67 + %
Lifting:
WEIGHT FREQUENCY OBJECTS
1-10 lbs. Frequently Phone, mail, paper, office supplies
11-20 lbs. Occasionally Offices supply orders, paper, books, equipment
Carrying:
WEIGHT FREQUENCY OBJECTS
1-10 lbs. Frequently Paper, supplies, mail, books
11-20 lbs. Occasionally Office supplies, mailings, equipment
21-35 lbs. Rarely Office supplies, equipment
Driving/walking Rarely Post office
Pushing Rarely Paper boxes
Bending Occasionally
Squatting Occasionally
Kneeling Occasionally
Crawling Never
Climbing Occasionally Stairs
Reaching Frequently
Grasping Continuously
Fine Manipulation Continuously
COMMUNICATION DEMANDS: Must have strong oral and written communication skills. Must be able to communicate effectively in person or on the phone with a diverse group of people (staff, consumers, families, funding sources and the general public).
WORK ENVIRONMENT: 95% indoors, 5% outdoors. In Opportunities for
Inclusion building and errands in the community.
WORK PACE: Self-paced, requiring the ability to meet specified deadlines for assigned projects, typing, and weekly and monthly duties.
MINIMUM QUALIFICATIONS:
- High School diploma
- 1-2 years general clerical/secretarial work experience
- Neat and presentable appearance
- Excellent verbal and personal communication skills
- Flexibility
- Knowledge of office equipment
- Computer and organizational skills
- Ability to work with diverse groups of people
- Ability to work with minimal supervision
DUTIES/TASKS/RESPONSIBILITIES:
- Answer all phone calls in a timely, professional and courteous manner
- Direct calls and visitors to appropriate staff
- Provide clear communication between various parties at Opportunities for Inclusion.
- Assist in making and confirming appointments and ordering food for events
- Typing letters, memos, etc. with accuracy on a timely basis
- Follow all visitor security policy & procedures including Association visitor and staff sign-in/sign-out log.
- Ordering of paper goods, cleaning supplies, office supplies and equipment.
- Open mail, date stamp and disburse to appropriate staff. Should I be doing this? I have just been disbursing and not opening.
- Upon opening the mail, photocopy checks and accompanying documentation; enter checks in a daily cash receipts log and distribute the checks with the original and photocopied documentation to the Accounting Administrator. Copies of the daily cash receipts log are also distributed to the Chief Financial Officer and the Director of
Marketing and Development.
- General duties as assigned and negotiated (for example: photocopying, assisting in mailings etc.).
- Perform daily tasks as assigned by Director of Admin/Personnel Services. Director of Admin/Personnel Services will monitor quality and quantity of work performed.
- Assist with all activities related to the Board of Directors and Opportunities for
Inclusion Committees such as mailings and telephone calls.
- Assist Director of Admin/Personnel Services in maintaining emergency card and mailing list database.
- Communicate between residences, families, and Opportunities for Inclusion.
- Verify Consumer Medicaid eligibility on a weekly basis.
- Update Bulletin Board on a weekly basis. Remove old materials and post new material.
- Updates monthly and 12 month calendars
- Maintain conference room, family support room and coffee area in an orderly manner.
- Maintain Affirmative Action Logs.
- Other duties as assigned by Director of Admin/Personnel Services and/or
Management Team members.
Job Types: Full-time, Part-time
Pay: $19.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
Education:
Experience:
- Customer service: 1 year (Preferred)
Work Location: In person