Admin Assistant

JOB SUMMARY:

Under the direct supervision of the Executive Assistant the Administrative Assistant provides general administrative and office support to various departments within the addition to typing filing and scheduling performs duties such as financial record keeping coordination of meetings and conferences obtaining supplies coordinating direct mailings/correspondence and working on special the Administrative Assistants position is an integral part in ensuring that C4K offices operate in an organized efficient and professional manner.

ESSENTIAL FUNCTIONS:

Administrative Duties:

• Uphold the mission and core values of Counseling4Kids.
• Provide chronological reference by developing and utilizing filing and retrieval systems.
  
• Formats and continuously updates training material SOPs SharePoint sites and other agency-wide material.
• Schedules meetings and draft agendas presentations worksheets and other necessary documents.
• Attends meetings documenting workflows notes deliverables and agreements and coordinates follow-up across departments to ensure timelines.
• Researches various topics and reports findings ideas and solutions to Department Managers.
  
• Answers phones directs calls to appropriate individuals and prepares messages.
• Copies sorts and files records related to office activities business transactions and other matters.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies and maintaining keys.
• Ensure operation of equipment by completing preventive maintenance requirements; following manufacturers instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Operates office machines including copiers scanners phone and voicemail systems personal computers and other standard office equipment.
• Ensure both office break rooms are clean and fully stocked with supplies. Manage the Break Room Duty initiative for both offices.
• Manage a variety of special projects for all departments within the organization. Works independently and within a team on special nonrecurring and ongoing projects.
• Serves as a back up to the Client Services Department for assistance with Doctor translation services and other projects assigned by Client Services.
  
• Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail.
• Required to maintain confidentiality regarding exposure to personnel and agency information.
• Assist with event and major meeting planning.
• Is a standing member of agency committees engaging in planning executing and recapping events & programs.
• Regularly update the Community Board with important updates and appropriate employee engagement material.
• Travel to off-site locations at supervisors request.
• May maintain(or support in the maintenance) and keep agency keys and provide ongoingaccess to agency facilities.
• Communicate with building/office management to address suite maintenance including follow up communications and tracking resolutions over time
• Field operational requests from staff and/or outside organizationsthat arrive in the office
• Support in non-home office as needed
• Other duties as assigned.
  

Note: In the event that the Agency requests the regular usage of bilingual skills the passing score of 70% on a proficiency test is required to receive a monthly bilingual stipend; per the Agencys Bilingual Stipend Policy.

Competencies

• Aptness to work well under pressure and tactfully with various personalities.
• Flexibility and openness to diverse experiences and perspectives.
• Highly meticulous attention to detail and time-management skills.
• A proactive and resourceful approach to problem-solving handling multiple concurrent tasks and a fast-paced dynamic environment.
• Provides a positive customer-oriented attitude and professionalism.
• Ability to assume responsibility and function effectively in a team environment or independently.
• Willingness to work some evenings weekend days to complete special projects and participate in fundraising events
  

Supervisor Responsibility

This position has no supervisory responsibilities.

MINIMUM QUALIFICATIONS:

• Minimum of an A.A./A.S. degree in Business Marketing or related to Social Services industry.
• 2 years of experience working/volunteering for a non-profit organization.
• Superb Time Management and Organizational Skills
• At least 2 years of experience managing Department and/or Administrative Level schedules
• Must have working experience with Microsoft Word 365 (Excel Power Point Power Automate and other related apps) Adobe Creative Suite CANVA (video creation and editing) Airtable and Visio.
• Punctual and proven ability to handle confidential information with discretion

• Must be able to communicate clearly; both verbally and in writing.
• Possess the ability to work as a team member take initiative and excellent problem-solving skills.
• Positive attitude withvery strong interpersonal skills.
• Ability to self-start work independently and achievehigh standards to meet multiple deadlines.
• Proven ability to determineappropriate course of action referral or response.
• Credibilityintegrity and emotional maturity.
• Punctual and proven ability to handle confidential information with discretion

PREFERRED QUALIFICATIONS:

• Two (2)yearsofexperienceworking/volunteeringforanon-profitorganization.
• Exceptionalinterpersonalskillsabletorelateone-on-oneandingroupswithconfidenceempathyandpoise
• Superb time management andorganizational Skills withan abilitytoprioritizeworkwell underpressureandmeetdeadlines.

• Analytical assessment review and development of process efficienciesina department or organization-wide level.

• Possesstheabilitytoworkasateammembertakeinitiativeandprovideexcellentproblem-solvingskills.

• Maintains a positiveattitudewithverystronginterpersonalskills.

• Abilitytoself-startworkindependentlyandachievehighstandardstomeetmultipledeadlines.

• One (1) year of experience with eventplanningandhospitality

• Bilingual in Spanish/English or Armenian/English

EEO Statement:

Counseling4Kids provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race color religion sex national origin age disability or addition to federal law requirements Counseling4Kids complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

Counseling4Kids expressly prohibits any form of workplace harassment based on race color religion gender sexual orientation gender identity or expression national origin age genetic information disability or veteran status. Improper interference with the ability of Counseling4Kids employees to perform their job duties may result in discipline up to and including discharge.

Required Experience:

Senior IC