Administrative Assistant Job at Lifescape Community Services in Rockford

Administrative Assistant – Lifescape Community Services

Position: Administrative Assistant

Reports to: Director of Office Operations

Position Type: Full-time

FLSA: Non-exempt

Supervision Exercised: No

Job Summary: Provide general service to guests including greeting, ascertaining needs, relaying information or directing them accordingly, with continuous awareness of maintaining agency image. Serve as support staff for the executive team; the Administrative Assistant facilitates the efficient operation of the assigned department(s) by performing a variety of clerical and administrative tasks.

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

• Open and distribute incoming mail daily and assist with preparing outgoing mail as needed.
• Maintain filing systems as assigned.
• Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
• Respond to and resolve administrative inquiries and questions.
• Coordinate and schedule meetings and appointments for supervisors or directors.
• Prepare agendas and schedules for meetings.
• Record and distribute minutes or other records for meetings.
• Function as data entry backup.
• Count cash received from congregate sites and prepare daily bank deposits.
• Make daily bank runs if needed.
• Deliver special packages to the post office.
• Be familiar with various program billing procedures and related accounting functions, to assist and act as backup when necessary.
• Assist the executive team with special projects as required.
• Attend training as required.
• Work in a customer-facing role, greeting individuals and connecting them with the proper staff.
• Train volunteers and student workers on basic understanding of clerical procedure and systems as needed.
• Provide friendly, helpful, welcoming treatment to all guests, treating everyone as a priority.
• Answer telephone and route calls; return voicemails in a reasonable time frame and maintain accurate logs.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing; ability to enter data accurately into all program databases.
• Technical proficiency with a personal computer and various software packages.
• Maintain awareness of guest needs and role as communicator; stay abreast of current agency programs and procedures.
• Ensure coverage for the front desk on a daily basis; in case of absence, secure replacement staff with your supervisor.
• Maintain desk area (clean desk area, remove files, and dust as needed).
• Assist different departments with day-to-day tasks and special projects.
• Work independently, handle confidential information, and adapt to shifting priorities.

Qualifications: To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Requirements

• Must be 21 years of age.
• Possess valid driver's license, clean driving record and own transportation with current insurance coverage. Not have been convicted within 3 years of the date of application of any of the following offenses involving the operation of a motor vehicle: DUI, Reckless Driving, Leaving the Scene of an accident involving death or personal injury, Drag Racing, Manslaughter, Reckless Homicide, Reckless Conduct.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office 365 applications.
• Excellent organizational skills and attention to detail.
• Perform all work in a manner consistent with Lifescape Community Services/Community Kitchen Programs mission, values, and philosophies.
• Ability to perform repetitive tasks with a high degree of accuracy.
• Knowledge of community resources.
• Technical proficiency with a personal computer and various software packages.
• Must be able to work and communicate effectively with older persons, persons with sight and hearing impairments, and persons from diverse backgrounds, with emphasis on seniors.
• Ability to use effective service recovery skills to solve problems or service breakdowns when they occur.
• Ability to work independently and in partnership with other team members to ensure questions are addressed, documented and acknowledgements returned in a timely fashion.
• Must demonstrate accuracy, thoroughness, and responsibility for quality of work; seek improvements and promote quality.
• Must possess the ability to manage change, delays, or unexpected events appropriately.
• Work with minimum supervision, following standards, policies and procedures.
• Reflect agency image in appropriate manner, behavior and dress.
• Ability to work with and respectfully interact with other employees and/or customers.
• Ability to build a cohesive, collaborative, and goal-oriented team with a hands-on approach.
• Must be able to perform essential functions of the position.
• Perform other duties as assigned by supervisor and the executive team.

Education and Experience

• Associate's degree in related field or equivalent combination of education and experience.
• 12–24 months of related experience in an administrative assistant position is required. Ability to use independent judgment and function autonomously. Excellent written and oral communication skills and advanced computer skills required.

Seniority level: Entry level

Employment type: Full-time

Job function: Administrative

Industries: Non-profit Organizations