Central Arizona Shelter Services

Phoenix, AZ

ADMINISTRATIVE ASSISTANT

Posted over 1 month ago

Job Description

Job Summary: Ensures the smooth running of the administrative front office on a day-to-day basis to include providing support to the Executive, Development, Accounting, Programs, Operations, and Human Resources departments. Manage the front office to ensure effective and professional telephone and mail communications both internally and externally, oversee office operations to include reception area, meeting, and supply rooms, maintain office equipment including computers, copier, fax, telephones, etc. Oversee calendaring of meeting rooms, greet and direct visitors, and answer and route phone calls. Inventory and order supplies as directed.

Essential Functions:

1. Oversee front office operations:

  • Assist the Executive, Development, Accounting, Programs, Operations, and Human Resources departments and other staff with miscellaneous projects as requested.
  • Organize front office operations and procedures, oversee mailings, distribute incoming mail, review and approve supply requisitions, monitor levels of office supplies, make recommendations regarding professional maintenance of the administrative offices and the need of additional office equipment.
  • Purchase and receive office supplies and check for accurate pricing and fulfillment of order before forwarding packing lists and invoices to Accounting.
  • Oversee the use and preparation of meetings rooms, calendar meetings so there are no conflicts, provide access to meeting attendees, and secure rooms when meetings end.
  • Ensure lobby and meeting rooms are neat, organized and inviting; request facilities clean meeting rooms prior to meetings; test AV and other equipment prior to the start of meeting.
  • Maintain inventory of IT equipment, track distribution, and request service. Make sure AV equipment is in working order at all times. Make recommendations regarding the need for additional or enhanced equipment.
  • Scan checks received, complete Incoming check log, and forward to Accounting.
  • Oversee the postage meter and copier/printer and request service when required.
  • Update and maintain documents with current information such as phone lists and order forms.

2. Provide frontline support to the Executive, Development, Accounting, Programs, Operations, and Human Resources departments.

  • Serve as the first point of contact for agency visitors, donors, and vendors, and answer and direct incoming phone calls.
  • Assist administrative staff with phone calls, emails, or projects as directed.
  • Calendar All Staff meetings and coordinate with Human Resources to schedule New Hire Orientation.
  • Support Development as needed with visitor tours.
  • Order food and beverage for board meetings and other meetings, order ice and other supplies that will be needed, keep a stock of bottled water available to visitors, oversee the needs for the break room, and interface with break room vendor.
  • Perform clerical tasks such as filing, scanning, shredding, and copying documents.

Other Duties:

  • Perform other duties as required.

Needed Competencies and Proficiencies:

  • Skilled at time management and organization.
  • Professional appearance and positive demeanor; ability to set and maintain professional boundaries.
  • Excellent written and verbal communication skills with careful attention to accuracy and details.
  • Must be discreet and able to protect CASS by keeping information confidential.
  • Ability to quickly build trust and strong relationships with management and staff.
  • Comfortable working in a fast-paced environment with quickly evolving urgencies; able to remain calm and in control when issues arise by using long-term goals and objectives to help guide the way forward.
  • Team oriented with a preference for working in a collaborative setting that values diverse opinions.
  • Written and verbal communication skills; competent in inter-personal conflict resolution.

Work Environment: This job primarily operates in both a public and office indoor environment however. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must frequently lift and/or move objects up to 10 pounds and occasionally lift and/or move objects up to 25 pounds unassisted. The employee must be able to self-transfer and move throughout the facilities, between buildings, and around campus at multiple sites. Close visual acuity to prepare and analyze reports and data. Visual acuity and physical ability to operate a motor vehicle.

Position Type and Expected Hours of Work: This is a full-time position. Days are Monday - Friday are with time allotted for breaks/lunch.



Qualifications:

(Required)

  • High school diploma or equivalent.
  • Minimum of two years directly related office management experience.
  • Proficient in Microsoft Word and Excel, data entry.
  • State of Arizona Notary.
  • State of Arizona Level One Fingerprint Clearance Card or the ability to obtain one.

(Preferred)

  • Associates Degree in Business or related field.
  • Purchasing experience.
  • Bi-lingual English /Spanish.

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