Administrative Assistant

Administrative Assistant

Reports to Job Role: Strategy Director Urgent Needs and Safety Net Partnerships

FLSA: Non-Exempt

Role: Team Member

Descriptive Summary

The Administrative Assistant provides program and administrative support assisting with the day-to-day operations of the Herndon Neighborhood Resources Center (HNRC). The Administrative Assistant is responsible for opening the HNRC on time each day and ensures that it is operated in accordance with established policies and procedures. The Administrative Assistant is responsible for various duties within four key service categories: (1) Customer Service and Resource Support; (2) Program and Administrative Support; (3) Data Collection; and (4) Facilities Coordination.

Key Performance Indicators

Customer Service and Resource Support:

• Provide excellent customer service and professional atmosphere at all times.
• Greeting clients and visitors on the telephone and in person.
• Retrieve and respond to voicemails throughout the day.
• Translate fliers applications etc. into English or Spanish.
• Acts as a resource guide with knowledge of programming and services as well as area service providers who provide services relevant to client needs.
• Make appropriate service and program referrals to clients both on the phone and in person.

Program and Administrative Support:

• Maintain registration lists for specific programs as assigned by the program director and provide follow-ups to ensure attendance.
• Provide applicable program registration forms upon request and ensure delivery to appropriate program contact.
• Manage food distribution which includes receiving donations sorting items placing them for distribution and maintaining program records.
• Provides support for Wellness Kitchen operations.
• Assists with coordination of room usage in the center.
• Performs routine administrative work such as copying and mailing documents.
• Ensures that resource information is current and available.
• Maintain informational bulletin boards.
• Maintain volunteer and donation logs.
• Maintain supply inventory records and supply room organization.

Data Collection and Administrative Support

• Manage data collection processes in place.
• Track information request (telephone and in person) and referrals for programmatic evaluation.

Facilities Management

• Inspect the facility each morning and coordinate with supervisor for maintenance and repair needs.
• Conduct light housekeeping such as spot-checking restrooms and maintaining the lobby area.
• Rotate Saturday coverage with staff to provide weekend hours at the NRC.
• Provide evening coverage as needed.
• Participate in staff meetings training and meetings assigned that supports HNRC programs and activities.
• As requested provide support for HNRC and agency-wide programs and activities.
• Perform any other duties deemed necessary to support the agency.

Core Competencies

• Accountability: Effectively manages own work and work of teams when relevant ensuring delivery of high-quality timely work.
• Communication: Uses effective written and oral communication with internal staff teams and community served; listens and demonstrates empathy.
• Customer Service: Recognizes needs of diverse stakeholders and approaches relationships with a service orientation to ultimately maximize impact.
• Problem-solving: Consistently identifies problem areas gathers and applies relevant information to resolve them.
• Respecting differences: Understands and respects cultural differences various points of view and work styles with clients peers and volunteers.
• Stewardship: Manages resources wisely with an eye toward organizational sustainability.
• Technical expertise in area of focus: Has skills and expertise in a technical or functional area.
• Workload management: Breaks down a work task/project into process steps and executes them effectively adjusting course as needed.

Education/Experience:

• High school diploma 3 years in human services or administrative support work.
• Experience working with low to moderate income families and individuals.
• Bilingual in English and Spanish.
• CPR and First Aid certified.

Work Environment:

This position is performed in a traditional office environment.