Administrative Assistant

Located in Grand Forks, ND

Salary: $22.59

Administrative Assistant $22.59/hr

 

The Administrative Assistant is expected to facilitate the attainment of Personal Outcomes by upholding the goals and philosophy. abide by the policies as stated in the organizational and personnel policy manual, and perform the responsibilities outlined in this job description. Supports attainment of Personal Outcomes for persons served by providing quality administrative services as outlined by principal responsibilities and competencies defined below.

 

Essential Functions

1. Provides positive customer service as the first point of contact

• Answer telephone, directing calls to appropriate staff using a polite, professional tone of voice. Messages are sent to the appropriate people; urgent messages are given to alternate receivers if the recipient is not available.
• Receive people coming into the main office in a professional, pleasant, and timely manner. Ensures front desk coverage while absent; offers privacy and assistance to guests waiting to be received by employees.
• Opens and closes office building. Opens the office by 8am and ensures office machines are on and reception area is inviting. Closes the office by 5pm and ensures office doors are secured.
• Provide information to new job applicants

2. Provides administrative support

• Maintain meeting room calendar on Outlook and schedule meetings as needed.
• Assist with setting up computer, projector, or webinars as needed.
• Schedule with ACES for Education Center room set-ups.
• Handles all incoming and outgoing mail. Distributes mail in a neat and timely manner and according to procedure; prepares mail for daily pickup; operates postage machine and ensures that postage is purchased and the machine is secured from theft.
• Maintains a neat, pleasant, and secure work environment
• Type materials accurately as assigned. Prioritize based on need, completion date, and supervisor input if necessary.
• Supply and manage the production of documents and copies
• Manages production, storage, and availability of corporate forms
• Order and maintains adequate quantities of office supplies
• Operates office machines and maintains in good working order
• Work as a team with other administrative/business office staff
• Receives and distributes faxes.
• Prepare incoming checks for deposit every Friday in a timely and accurate manner.
• Orders all supplies from McKesson, Cole Paper, US Foods, Amazon.
• Mileage sheets, W2-G’s, Bakery Orders and organize forms.
• Other duties as assigned by residential department.

3. Assist with the development and production of Publications including but not limited to the following: Employee Newsletter; External newsletters; Pamphlets and Brochures; Grant or funding request materials.

4. General Duties

• Communicate relevant information to supervisor and other staff in a timely manner.
• Work together with all departments in a cooperative team effort.
• Project a positive image at work and in the community.
• Practice confidentiality in and outside.
• Follow HIPAA Privacy and Security policies.
• Attends and participates in staff meetings.

5. Project a positive image at work and in the community

6. Other Duties as assigned by supervisor

Travel

May travel related to training opportunities in the continental U.S. by car or plane.

Minimum Requirements

• One-year certificate from college or Accounting & one-year experience; or equivalent combination of education and experience.
• Proficient in Microsoft Office Suite Required
• Types 40-60 words per minute Required
• Current and valid driver’s license, proof of auto insurance, and insurable driving record following company guidelines.
• Requires successful completion of credit, criminal background, child abuse, and neglect checks, and pre-employment drug test to be eligible for employment.

 

Work Environment

• This position operates in a professional office environment. This role routinely uses standard office equipment and interacts with a diverse group of people.

 

Physical Demands

This is largely a sedentary role; however, some physical exertion is necessary to complete the essential functions of the position.  This position must regularly talk and hear.  This position will occasionally lift/carry up to 50 pounds (boxes of paper and supplies). 

 

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