Administrative Assistant, Hotline

Childhelp•Scottsdale, AZ

32d

About The Position

Responsible for the administration and coordination of the day-to-day functions of the Childhelp National Child Abuse Hotline, as well as direct administrative support to the Hotline Leadership Team. This position does not have direct reports. This is a grant funded position. Essential Functions: Provides administrative support for program leadership through a variety of activities including facilitation of meetings, training, and coordinating special projects by carrying out the following duties.

Requirements

High school diploma or general education degree (GED)
Minimum two (2) years of previous related experience
Clear fingerprint background screening through the Department of Justice, FBI and Child Abuse Index
Strong verbal, written, and listening communication skills to include communicating clearly, effectively, tactfully, and patiently to a diverse population.
Strong interpersonal skills and demeanor with the ability to build rapport and garner trust with others.
Presents strong professional decorum
Advanced word processing, spreadsheet, and graphics software skills, e.g., in the use of MS Office Applications such as Outlook, Word, Excel and Power Point. Advanced skills in Adobe Acrobat.
Proficient in the use of a PC; in a Windows environment; and in the use of the Internet
Ability to work independently and collaboratively as part of a team.
Ability to maintain confidentiality
Ability to understand and solve problems by applying basic analytical skills to include undertaking a process of information and data collection and analysis for integration purposes; Identifying and making sets of information and determining their relationships; codifying this data to detect trends and issues in the data and information in a logical and factual manner; making logical deductions from data; and identifying a solution for resolving the problem.
Willingness and ability to embody Childhelp's core values of Acting with Honor and Character, Being Open and Receptive, Caring About and Relating to Others; Nurturing Diverse Relationships; Performance Excellence; and Inspirational Leading & Managing

Responsibilities

Attends and takes minutes for meetings and trainings such as individual 1:1, all-staff meetings, and supervisory team meetings, as necessary
Prepares routine and individualized correspondence, including letters and email to internal and external audiences
Process contracts and other documents, using Adobe to merge, request signatures, and archive following organizational processes
Provides support for administrative activities/events, such as monthly help seeker stories and payroll support
Prepares and processes external notifications to outside agencies
Creates and maintains electronic files with all paperwork and written reports
Assists in writing, designing and implementing templates, forms, processes and tools to be used within the program
Prepares programmatic manuals, policies and procedures for review by program leadership
Perform data entry and administrator approvals as needed for resource database
Collects data and disseminates to appropriate parties as scheduled or needed.
Supports the development of various reports, including monitoring of open cases daily.
Conducts research as needed through internet searches for various projects
Performs other related duties, as assigned by the Program Director