Reports To: Chief Operating Officer
The Office Administrator maintains daily office operations and provides detailed administrative support to the full staff. The position also make certain that our building and grounds are well maintained, functional, and physically safe. Wall colors and artwork have been chosen expressly to provide a welcoming and safe space for our clients and staff; this position is responsible for ensuring that this feel remains intact.
The COO assigns duties to specific team members based on skills, experience, interests, and timing. Those assignments may change as our team develops and the needs of the organization change. Work assignments may change as the administration team develops and the needs of the organization change. The following is a list of the major projects and responsibilities (and a few of the smaller ones) that the Office Administrator will be responsible for; other operations projects, both ongoing and one-time, will be assigned.
- Greet clients and other visitors and answer the primary phone line for the agency
- Assist co-workers with a wide variety of tasks of varying levels of difficulty and time
- Maintain electronic and hard copy filing systems for administrative and client records
- Open, sort, and distribute incoming correspondence; make daily bank deposits
- Purchase and organize office, program and building supplies
- Maintain office equipment such as cell phones, copiers and office furniture
- Issue, record, and collect proof of receipt for gift cards, transportation cards, nutritional receipts, etc.
- Dispose of equipment and supplies in an environmentally safe manner
- Book hotel stays for staff travel to state trainings and conferences
- Work independently or with a team on nonrecurring special projects such as forms creation, spreadsheets, and other ad hoc documents
- Research and recommend solutions to mid-size business issues, large equipment purchases, and upgrades and repairs to building systems
- Contact vendors to maintain and upgrade the building and grounds
- Contribute to overall team efforts by working with and supporting other staff as needed.
The position requires initiative, effective use of resources, critical thinking skills, clear communication, and excellent organizational skills.
Customer Service: 1 Year (Preferred)
- Proven knowledge of administrative support functions. One-year certificate from a college or technical school, 3 to 6 months related experience, or an equivalent combination of the two
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills using available resources
- Excellent written and verbal communication skills
- Strong organizational and planning skills; ability to initiate tasks and projects and to work independently
- Strong interpersonal skills
- Proficiency in MS Office, especially Word, Excel, and PowerPoint
- Familiarity with database and/or design software (such as Adobe InDesign) a plus
- Demonstrate initiative by understanding what actions need to be taken and completing the required tasks while seeking the perspective of others
- Work as a team player to make a difference within the business as a whole
- Readily handle change through taking advantage of lifelong learning opportunities and being open-minded and curious in the face of new challenges
- Highly proficient in using computers and other office equipment
- Must possess a valid drivers’ license and have access to licensed, insured transportation available during all regular working hours.
- Health insurance
- Dental insurance
- Flexible spending account
- Paid time off
- Vision insurance
- Life insurance
High school or equivalent (Preferred)