Administrative Assistant

CHSGa•Duluth, GA

About The Position

The Administrative Assistant provides administrative and office support to NextStep Care, including the Vice President and Department Directors. The role supports routine correspondence, communications, document production, calendars, meetings, event planning, job-application processing, records management, supplies and equipment, reception, and customer service. The position may also assist with presentations and travel to other organizational offices as needed. The role requires proficiency with Microsoft applications, strong organization and planning, effective communication, sound judgment, flexibility in managing changing priorities, and the ability to provide professional customer service while maintaining confidentiality. The work takes place in a normal office environment and includes prolonged periods of standing, walking, and sitting, with occasional lifting or moving of up to 25 pounds.

Requirements

High school diploma or GED equivalent.
Knowledge of personal computers and ability to operate Microsoft applications, including Word, Excel, PowerPoint, Access, and Outlook.
Proficiency with MS Outlook, MS Excel, and MS Word.
Thorough knowledge of, and adherence to and enforcement of, current regulations and NSC operational guidelines and best practices related to the operations of the SOURCE Program and NSC.
Thorough knowledge of, and adherence to and enforcement of, NSC personnel guidelines.
Ability to communicate and interact effectively and respectfully with supervisors, organizational leadership, peers, and people inside and outside the organization.
Good judgment and decision-making ability.
Ability to manage multiple deadlines and adapt flexibly to changing priorities.
Ability to organize and prioritize responsibilities and assignments and complete work in a timely, accurate, efficient, and thorough manner.
Exceptional computer skills and good organizing and planning skills.
Ability to deliver excellent internal and external customer service.
Ability to react effectively and calmly in emergency situations.
Ability to maintain customer confidentiality.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; write routine reports and correspondence; and speak effectively with customers or associates.
Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals.
Ability to apply common-sense understanding to written, oral, or diagrammed instructions and deal with problems involving several concrete variables in standardized situations.
Ability to stand, walk, and sit for prolonged periods; use hands to finger, handle, or feel; and reach with hands and arms. Specific vision abilities include distance vision and the ability to adjust focus. May occasionally need to move or lift up to 25 pounds.

Responsibilities

Type memos, correspondence, reports, and other documents; copy, sort, and distribute mail; and perform calculations as needed.
Send, receive, and distribute faxes and emails; mail materials using directed methods and services; and run local errands, including trips to the post office and local businesses for occasional supply purchases.
Print, distribute, and revise forms and other documents as directed.
Assist with processing job applications, including reference checks, background checks, and licensure or registration verification as necessary.
Assist with event planning, including travel arrangements and reservations for staff.
Assist with producing the organization’s newsletter by compiling information and articles submitted by others.
Create and maintain monthly calendars, meeting agendas, and action plans, and distribute them as directed.
Provide administrative support to the Vice President and Department Directors as directed by the supervisor.
Assist with administrative studies and projects as assigned.
Order office supplies, toiletries, refreshments, community education supplies, and other needed supplies.
Perform daily upkeep of office machines, including changing cartridges and stocking paper, and request and coordinate equipment repairs as necessary.
Provide reception services to visitors and sales representatives, including information, beverages, and assistance; answer and redirect incoming calls courteously and professionally.
Maintain an efficient, organized filing system and distribute staff contact information.
Ensure timely notification of upcoming project and assignment due dates for the Executive Director, Regional Directors, and Department Directors.
Record minutes of staff and other meetings as directed.
Report corporate compliance concerns appropriately; report work time and business expenses in accordance with organizational guidelines; and maintain organized work areas.
Attend staff meetings, in-service seminars, and workshops as directed.
As needed, assist with creating PowerPoint or other presentations and documents for the Vice President of Operations and/or Department Directors.
Travel to other offices within the organization as needed to perform assigned duties.