Administrative Assistant

Job Description

Robert Half has partnered with a local organization to add an Administrative Assistant to their team. This position reports to the CEO and contributes to the growth and viability as an innovative developer, owner, and landlord of low-rent housing programs. This position is responsible for assisting the CEO in directing the growth and future development of the organization, providing secretarial, office management for the organization and support staff for all departments.

SECRETARIAL/ADMIN RESPONSIBILITIES

Assistant to CEO and Directors

Maintains systems for admin and business operations.

Create new forms, make revisions or changes to forms, maintain forms on network and drawers organized.

Coordinate and assist in the preparation of all documentation required for the organization, Board of Commissioners/Directors, and Sub-Committees.

Establish and maintain official record of all Board Minutes and Resolutions.

Assist CEO in preparing grant applications for public and private sector funding.

Assist the CEO in the public relations.

Coordinating the publication of the Annual Report

Keep the organization's Brochures current and updated.

Prepare the Customer Satisfaction Survey and maintain the records.

Maintain the Client Profile records and prepare the annual Client Profile Report.

Coordinate all travel plans and reservations.

Assist CEO with implementation of the organization's Strategic Plan

Assist all Directors with Secretarial and admin tasks.

Follow all agency policies and operations manual procedures.

Any other duties as assigned by CEO and Directors.

PERSONNELL RESPONSIBILITIES

Assist with the compliance of Personnel records.

Submit Ads for position openings.

Prepare interview packets; prepare new hire packets; setting up new employee personnel files.

Prepare personnel folders and audit the on an annual basis.

Serve as the liaison between employee benefit providers.

Provide the orientation of new staff to security systems, crisis plan, personnel policies, the use of admin forms, the use of office equipment and phones.

Coordinate the new employee's orientation with the appropriate managers and directors.

When personnel policies are revised, make sure they are all distributed to all employees.

Compliance with personnel posters (research required postings and update postings as needed).

Managing the processing of all property and workers compensation claims, including all insurance renewals.

FINANCE SUPPORT

Assist the with filing, copying, making new files.

Organizing, updating manuals, handbooks, and preparing for audits.

Coordinate with Finance to set up new employees.

RELEF RECEPTIONIST

Answer the telephone in a warm and friendly manner.

Take detailed messages and route calls to the appropriate person(s).

Greet visitors to the organization's offices in a courteous and professional manner.

Pick up, sort, date stamp, and deliver all mail and faxes to the appropriate staff person(s).

Maintain work area in a neat and organized manner.

Perform daily opening and closing procedures according to checklist.

Perform any other duties as may be necessary and assigned by program managers.

QUALIFICATIONS

Associates Degree and/or minimum of 3 years experience in advanced clerical position.

The person must possess strong organizational, interpersonal, communication, and typing skills.

The person must be able to work with individuals from varying ethnic and socioeconomic backgrounds.

The person must have a strong working knowledge of computer programs.