Administrative Assistant

Essential Functions:

· Ensure effective and regular communication with your supervisor(s). Report problems and issues appropriately, providing timely feedback on challenges that prevent accomplishing goals.

· Handle all incoming calls professionally and take thorough and accurate messages and route to appropriate individuals in a timely manner.

· Sort and distribute company mail. Handle UPS, FedEx, USPS accounts and file receipts. Prepare outgoing mail to Texas office weekly.

· Maintain professional relationships with program partners and vendors, answering questions and providing them with needed information.

· Establish and maintain electronic files for all program documents. Post as necessary.

· Update, maintain, and ensure accuracy of all office databases and files including program partner and vendor information.

· Collect and compile program data from requests and reports monthly. Ensure the accuracy of the data collected. Provide data to the Manager for interpretation and reporting.

· Upgrade and maintain the paper filing system in the office.

· Manage the flow of paper request and report forms in the office. Route documents to the appropriate staff and ensure essential documents do not get lost.

· Attend and take minutes during staff meetings. Provide minutes to staff in timely manner. (Post on SharePoint in a timely manner.)

· When asked, assist and coordinate staff travel plans. Research and negotiate prices on hotel and meeting rooms. Provide confirmation information to staff.

· Provide financial reports, invoices, and bills to finance on a daily, weekly, and monthly basis. Request checks from finance as needed. (i.e. petty cash, ordering office supplies, etc.)

· Update office and program activity calendar. Remain knowledgeable of all office events, travel schedules, deliveries, etc.

Monthly Responsibilities:

· Ensure all data is accurately entered into Acumatica at the end of the month so reports can be run.

· Pass reports and receipts to Operations Manager for payments

Material Services Responsibilities

· Record all incoming requests and reports, make copies and give to the appropriate person.

· Record all requests on the activity log, faxes and report tabs.

· Record new program partners on the program partner and profile tab.

· Fax request forms to program partners when requested by shipping coordinators.

· Maintain volunteer database for in-house and field volunteer information, addresses, phone numbers, etc.

· Distribute electronic program partner newsletter

Secondary Functions:

· Run errands and complete miscellaneous duties and assignments as needed.

· Ensure that copies of program document packets are available for drivers to deliver to partners.

· Provide photos, stories, releases, etc. collected from program staff to Program Development Content Coordinator (PDCC).

· Maintain supply of program partner information packets with Partnership Development Coordinator (PDC).

· Support Long Term Solutions staff as needed.

· Other duties as assigned.

Work Conditions:

· Hours: Monday–Thursday 6:00 AM–4:30 PM (30-minute lunch)

· Some overtime may be necessary to complete tasks.

· Some travel outside the region may be required.

Job Scope:

· Follows fairly routine and established practices and procedures. Duties are performed with limited supervision after specific directions given.

· Non-routine and moderately complex situations require good judgment and effective response.

· High level of confidentiality must be maintained in accordance with policy and procedure.

· Continuous communication with vendors, other offices, and program partners.

Job Skills

· Detail oriented and highly organized

· Excellent Customer Service abilities

· Intermediate to advance experience in all MS Office products

· Experience setting up office information (filing) systems

· Valid driver’s license and good driving record

Education/Experience

· High School Degree – college degree preferred

· 4 years previous administrative responsibilities preferred

· Must be able to read, write, speak and understand English