Administrative Assistant

Porter-Leath•Memphis, TN

99d•$15 - $19•Onsite

About The Position

Under the direction of the Vice President of Social Services, the Administrative Assistant will provide administrative support to the Vice President and the department. This role involves a variety of clerical duties, maintaining departmental resources, ensuring site security by greeting visitors, attending meetings and recording minutes, managing phone calls, compiling reports, maintaining office supplies, scheduling, and assisting with special projects. The position requires working cooperatively with other staff to support an enriching environment for children and families.

Requirements

HSD or G.E.D. is required.
Minimum one year of related work experience.
Working knowledge of office procedures is required.
Knowledge of office procedures and mail distribution.
Good written and oral communication skills to include telephone skills and manners.
Excellent customer service skills.
Computer skills: word processing, spreadsheets, database management, e-mail, calendar, Internet, etc.
Organizational skills to determine workload priorities and complete a variety of tasks comprising a heavy workload in a timely manner.
Skill to evaluate given information, research additional information needed, and evaluate and compile the information.
Record keeping/writing skills to maintain accurate, up-to-date logs so that information is readily researched and retrieved.
Ability to count, handle and account for petty cash and maintain and issue receipts.
Ability to maintain confidentiality and objectivity.
Performs essential job functions in established office environment under normal lighting and climate control tolerance.
Regularly required to stand, walk, touch, handle objects with hands, feel, reach, see hear and speak, and sit.
Occasionally lifts and/or moves up to 15 pounds.
Specific vision abilities required by this job include close vision, and color vision.
Maintains a valid driver’s license and good driving record with an appropriate level of insurance.
Ability to travel to administrative headquarters and assigned location.

Responsibilities

Perform clerical duties including typing letters, memos, and reports using a computer.
Prepare and mail packets, create newsletters/flyers.
Establish and effectively use filing/retrieval systems.
Make copies, route incoming/outgoing mail, and input data into database systems.
Maintain up-to-date departmental resource files, mailing lists, phone lists, form letters, and forms.
Ensure the security of residents, staff, and site resources by greeting visitors and directing authorized individuals.
Attend meetings and record minutes as requested.
Answer and screen phone calls for the department, take messages, and refer calls/messages to the appropriate staff member.
Maintain and compile departmental statistical reports and records using a computer.
Maintain office supplies inventory by checking stock levels, anticipating needs, placing orders, and verifying receipt.
Maintain a calendar for the department and assist with arranging meetings, conferences, teleconferences, and travel.
Keep supervisor informed of all issues in a timely and concise manner.
Assist with special projects as assigned by the Manager.
Work cooperatively with other staff to support them in creating an enriching environment for children and families by adjusting own routines (when appropriate) to accommodate their needs.
Contribute to team effort by performing other duties as assigned.