Administrative Assistant EMPACT

La Frontera Center Inc.•Tempe, AZ

6d•Onsite

About The Position

The Administrative Assistant provides administrative support to designated departments/programs by performing clerical and administrative functions including but not limited to coordinating/scheduling meetings and catering, preparing correspondence, compiling data/reports, and supporting various agency events and programs. This position requires the individual to ensure a daily presence in the office as designated by the Director/Manager to ensure fulfill the responsibilities of the position. This position is to support an annual conference every year in August; therefore, in-office work required four weeks before the conference (full-time availability preferred during that time frame) and full-time on-site required during the week of the week of the conference. Must be in Maricopa County, Arizona. 24 hours weekly - Weekday hours, no evenings.

Requirements

Associate’s degree in Business or related field or combination of specialized training and experience.
Effective written and verbal communication skills with proven organizational and interpersonal skills.
Strong analytical and problem solving skills, attention to detail, and independent judgment.
Working knowledge of Microsoft Office products.
Ability to juggle multiple projects and make immediate adjustments to work flow/task.
Ability to be proactive and anticipate needs.
Skill in maintaining relationships across all levels of the agency and community.
Ability to work well under deadline pressure in a fast paced environment supporting several Behavioral Health programs.
Ability to maintain confidentiality in dealing with issues of a sensitive nature.
A valid AZ Driver's License with no major infractions in past 39 months is required.
If driving while on agency time or on agency business, a valid Arizona driver license and appropriate liability insurance and approval for liability coverage with EMPACT - SPC’s liability insurance carrier is required.
At time of hire, a 3-year state driving record with no major infractions or excessive driving violations/tickets is required.

Responsibilities

Perform clerical and administrative tasks for designated departments/programs.
Effectively manage projects and workload; demonstrate ability to handle multiple priorities in order to meet responsibilities of the position.
Requires professional and courteous interaction with staff at all levels of the organization.
Compiles and enters data and updates/maintains databases.
Prepares, proofreads, edits correspondence, including emails, letters, meeting minutes, reports, marketing content, and other forms of communication.
Assist in administering various agency events, programs, and projects.
Attend meetings as assigned. Prepare/retain meeting minutes and arrange for catering as needed. Maintains accurate files of correspondence and administrative documents, meeting and committee minutes.
Makes meeting and travel arrangements.
Monitor and ensure appropriate departmental supply levels.
Effectively manage projects and demonstrate the ability to multi-task in order to meet responsibilities of the position.
Attend meetings and trainings outside of regularly scheduled work hours as requested.
Maintain professional conduct consistent with ethical professional practice and the policies and procedures of the agency.
Other duties as assigned by supervisor.
Demonstrated ability to remain calm in crisis situations, work independently and cooperatively, recognize personal limitations, and relate positively and with empathy to all persons regardless of age, race, creed, gender or sexual orientation.
Maintain professional conduct consistent with ethical professional practice and the policies and procedures of the agency.
Maintain a professional demeanor and positive working relationships with internal and external team members, stakeholders, and community and business partners.
If driving while on agency time or on agency business, a valid Arizona driver license and appropriate liability insurance and approval for liability coverage with EMPACT - SPC’s liability insurance carrier is required. At time of hire, a 3-year state driving record with no major infractions or excessive driving violations/tickets is required.
Attend meetings, training, and agency activities and events outside of regularly scheduled work hours upon request.
Maintain compliance with required training.
Additional duties as assigned by supervisor or member of management.