Administrative Assistant (9:30pm - 6:00am)

Set Pay Rate: $28.04 Per Hour

Schedule: Thursday - Monday (Off on Tuesdays and Wednesdays)

Shift: 9:30pm - 6:00am

Job Summary:

Responsible for performing clerical and administrative support duties for staff while maintaining confidentiality and following established guidelines and procedures but using some judgement in choosing the proper procedure for each task. Position requires strong interpersonal skills and compassion and respect for persons with disabilities.

Essential Functions:

• Comply with all Agency policies and procedures and follow contract specifications
• Promptly respond to all calls or messages from supervisor or designated representative
• Perform repetitive clerical and administrative functions ensuring accuracy and completeness
• Provide clerical and administrative support to the Shift Managers
• Answer phone calls and dispatch service requests
• Set up and maintain a variety of reports and review for accuracy
• Maintain flow and output of work; prepare and forward documents as required
• Fax e-mail FedEx documents to corporate headquarters
• Track meetings and upcoming events for management and staff
• Maintain Chimes BWI Attendance Hotline Phone and call log
• Performs daily/weekly payroll duties to include: data entry into UltiPro send daily pay sheets to Finance weekly in timely manner
• Assist in badging application process for all new/current employees for timely submissions and renewals.
• Assist with employee communications informing of policy or other changes
• Prepare step up logs and submit to payroll; provide needed paperwork to managers weekly
• Prepare and complete required paperwork timely and accurately
• Provide assistance to visitors & employees and announce to appropriate personnel
• Answer simple inquires and refer problems and issues to site management
• Work cooperatively with others including all staff site management administrators co-workers community professionals customers vendors and the public
• Attend work regularly according to assigned work schedule and in accordance with Chimes/District of Columbia policy. Must work 40 hours per week
• Maintain confidentiality
• Comply with all security procedures; wear ID badge(s) at all times while working at site
• Observe BWI security procedures for unescorted access privileges to the Security Identification Display Area (SIDA)
• Assist Shift Managers on scheduling employees for training.
• Ensure that all staff members observe BWI security procedures for unescorted access privileges to the Security Identification Display Area (SIDA)
• Attend and participate in in-service training staff meetings and other activities to facilitate professional development

Secondary Functions:

• Clean and maintain office equipment and keep office neat and organized
• Schedule interviews and assist in completion of new hire onboarding & paperwork ensuring completion and accuracy
• Assists with employee recognition events
• Perform other duties and tasks as needed

*Duties responsibilities and tasks may change at any time with or without notice

Physical Abilities Needed to Meet Work Demands:

• Ability to sit stand and walk for long periods of time
• Ability to go up and down stairs
• Ability to reach above the head bend kneel stoop
• Ability to lift carry and push up to 50 lbs. regularly
• Ability to work in dusty spaces or adverse weather conditions
• Ability to see details on the floor above the head or on surfaces

Job Competencies Needed for Success on the Job:

• Ability to work with limited direct supervision
• Ability to maintain confidentiality
• Ability to work without assistance to complete assignments
• Ability to follow directions and focus on tasks
• Ability to make decisions and solve problems
• Ability to be organized flexible and dedicated to quality service
• Ability to handle tasks with judgement tact and accuracy
• Ability to prioritize and manage multiple tasks effectively
• Ability to analyze data and recommend corrective action
• Ability to manipulate numbers
• Ability to report problems or relate information to management
• Ability to understand and comply with safety procedures and environmental requirements
• Ability to read write and speak (communicate and relate information) English
• Ability to understand terminology of the office unit
• Ability to use a computer for data input and retrieval of information as required
• Ability to file type photocopy collate and operate office machinery
• Ability to maintain and submit reports logs and other paperwork in a timely manner
• Ability to notice and report changes in work space conditions
• Ability to complete tasks in a timely manner with numerous interruptions
• Ability to attend work regularly according to assigned schedule and company policies
• Ability to work a flexible schedule as required to include weekends and holidays
• Ability to attend and participate in training and work-related meetings
• Ability to deal with others in a positive enthusiastic respectful and courteous manner
• Ability to comply with all building security and company policies and procedures

Essential Personnel:

This position is designated as essential. This means that when the facility is faced with an institutional emergency employees in this position may be required to remain at their work location or to report to work to protect recover and continue operations at the facility.

Education:

• High school diploma or its equivalent
• Valid CPR/FR certification preferred
• Knowledge of typing filing and office procedures and routines

Experience:

• Two years of full-time employment in progressively responsible clerical work
• Proficient with Microsoft Office Suite (Word Excel PowerPoint Outlook)
• Thorough knowledge of standard English basic arithmetic required
• Experience with modern office methods and equipment
• High degree of skill in typing and computer utilization

Whats in it for you

Total Rewards (For Full-Time Employees >30 hours/week):

• Medical Dental and Vision Insurance
• Flexible Spending Accounts
• Life Insurance
• Disability Insurance
• Paid Time Off
• 403(b) with Company Match
• Transportation Subsidy
• Employee Recognition Programs
• Referral Bonus opportunities
• And More!

Want to learn more

To learn more about Chimes and how you can achieve personal and professional growth within a purpose-driven organization visit us at: