Administrative Assistant

Job Description:

Job Title: Administrative Assistant                         Employment Status:  Hourly, Non-Exempt

 Job Summary:

The Administrative Assistant is responsible for assisting in organizing and the coordination of office operations and procedures in order to ensure organizational effectiveness and efficiency.  The Administrative Assistant works independently on a variety of Administrative and Finance responsibilities.   This position provides administrative support to the CEO, COO and Compliance Manager and is responsible for providing services to the entire staff, including ReStore Associates.  This includes maintaining office efficiency and office records.  The Administrative Assistant reports to the Compliance Manager in the Finance Department.

 Essential Duties and Responsibilities include the following; other duties may be assigned.

1.      Often the first point of contact to the public, provides effective service and responds to inquiries.  Answers the main Affiliate phone calls, provides accurately information and/or directs the inquiry to the correct Affiliate department.  Screens/responds to all calls for the CEO.  As needed, sends information via email to the CEO for a response.

2.      Diagnoses needs of callers and visitors in a timely, effective manner with special emphasis on customer service.

3.      Accurately and efficiently completes daily Finance assignments and tasks, including but not limited to daily mortgage entries, Sage300 entries, and other daily/monthly financial processes. 

4.      Provides back up assistance to process all checks, donations, and cash and enter into daily income spreadsheets.  Reconciles and processes daily ReStore deposits, which includes reviewing and reconciling ReStore cash register worksheets, addressing discrepancies with the ReStore Director, entering data into the appropriate financial spreadsheets, preparing bank deposit documents and depositing at bank.

5.      When requested, prepares for HFHMO Board meetings.  This includes assembling Board reports; making the appropriate number of copies; preparing/editing agendas; preparing the conference room; ensuring the areas are neat and clean; such as the hallway, restrooms, and kitchen areas; and ensuring coffee is available and other refreshments as requested by the Compliance Manager. 

6.      Maintains inventory of and purchases general office supplies and supplies for postage machine as needed, while ensuring cost management.

7.      As needed distributes mail and deliveries to staff in a timely manner.

8.      Works with Compliance Manager to problem solve and address any facilities related issues.

9.      Maintains office and Finance records and files, ensures the protection/security of confidential files, establishes and implements record retention policies.  Ensures all filing is completed timely and accurately.

10.  Participates on a variety of Affiliate projects such as affiliate events, Finance projects, annual events support, and others.  Provides support to other departments as needed when work load permits and/or when the needs are critical.

11.  Performs other duties and assignments as defined by the CEO, COO and Compliance Manager.

 Job Requirements:

·         High School diploma or equivalent with a minimum of 5 years of office experience, with sound administrative experience.

·         Knowledge of office administration.

·         Ability to maintain a high level of accuracy in preparing and entering information.

·         Strong planning and organizing skills with the ability to coordinate multiple task and projects.

·         Strong interpersonal skills and the ability to work with a diverse population.

·         Key competencies needed for the position are:  team building; effective verbal and listening; attention to detail with a high level of accuracy; stress management; and time management.

·         Incumbent is expected to possess the following attributes:  honest and trustworthy; respectful; flexibility; and sound work ethics.

·         Must be proficient with Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint.

·         Position is primarily seated for long periods of time, with the ability regularly to lift up to 20 lbs., squat, bend, walk, and clean.

·         Ability to work a flexible schedule including some weekends and evenings as required.

EQUAL EMPLOYMENT OPPORTUNITY

All qualified applicants will receive consideration for employment without regard to national origin, race, color, religion, age, sex, sexual orientation, marital status, individuals with disabilities, and equally to disabled veterans and veterans of the Vietnam Era.