Administrative Assistant

SUMMARY: The Administrative Assistant role provides administrative and clerical support for various programs and administrative leaders and serves as backup to NSO’s Dental receptionist in welcoming and assisting NSO visitors and callers.

ESSENTIAL FUNCTIONS:

• Serves as primary person in answering the main NSO phone line and assessing and routing all incoming calls, taking messages, and disseminating information, maintaining a professional and courteous demeanor at all times.


• Backs up Dental Receptionist by greeting, welcoming, and directing NSO visitors appropriately; notifies relevant personnel of visitor arrival, while maintaining security by following NSO safety and security procedures.


• Managing the boardroom calendar and assisting in the set-up and preparation for meetings and conferences.


• Assists in purchasing office and other various supplies for admin, dental, housing, maintenance, janitorial service, and WIC through online vendors following purchase order procedures, maintaining breakroom, kitchen, and hosting supplies.


• Serves as scheduler for the VOIP phone system, creating recordings and setting holiday schedules for alternate hours.


• Receives and distributes mail, packages, and facsimiles for main office, assists staff in sending outgoing facsimiles and mail; managing postage system.


• Receives donation requests through online form, assesses need within organization, and promptly schedules the pick-ups with NSO driver as needed.


• Confirm with donors the items that NSO is able to receive as donations.


• Complete In-Kind donation forms to be entered into the donation database.


• Preparing the staff kitchen and breakroom for daily use, ensuring supplies are ordered and the space is orderly. Ensuring the kitchen is opened and closed according to procedure each day.


• Provide clerical and administrative support for NSO department managers and directors to include, but not limited to entering data into and pulling data from databases, making copies, faxing or emailing documents, making calls, etc.


• Assist with Volunteer projects as needed.


• Assist with special events as needed.


• Performs other duties as may be assigned by supervisor.

JOB REQUIREMENTS:

• High School diploma or equivalent.


• Must possess excellent oral skills.


• Must possess basic computer skills, software, and office equipment knowledge.


• Experience in general administrative and/or clerical work.


• Clearance of background check and drug screen.


• Ability to effectively communicate in English and Spanish orally and in writing is preferred.

SKILLS AND ABILITIES REQUIRED:

• Cheerful, welcoming and professional demeanor


• Ability to extend empathy and compassion to individuals and families in need of assistance, while assisting with their needs


• Ability to maintain confidentiality.

• Dependable, have strong communication skills, maintain a neat and tidy reception area, be well organized, and be able to work under pressure.


• Ability to manage work assignments for numerous individuals and track the same, exercise judgment in prioritizing tasks and seeking guidance when needed

WORKING CONDITIONS:

• The majority of time spent in this position is in a well-lighted, heated, and air-conditioned indoor office setting with adequate ventilation.


• This job requires moderate physical activity performing in a primarily administrative nature. The work requires lifting of supply boxes in the medium range (up to 30 lbs.)


• Occasional periods of high stress.


• Regular work schedule is 8:30 a.m. to 5:00 p.m. including one hour lunch.


• One can expect a moderate to high noise level depending on the level of activity in the area.

The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The requirements listed in this document are the minimum levels of knowledge, skills, and abilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.