Administrative Assistant Job at Phoenix House Texas in Phoenix

PhoenixHouse is seeking a diligent and organized Full-time Administrative Assistant tojoin our team. The ideal candidate will provide essential support to ensure thesmooth operation of our office and maintain a safe and functional workenvironment. This role involves handling various administrative tasks,assisting with clerical duties, and coordinating maintenance activities. TheFull-time Administrative Assistant will work closely with management and staffto facilitate effective communication and streamline administrative processeswhile also overseeing facilities-related tasks.

Responsibilities

Inaddition to all components of the above position summary the following"Essential Duties and Responsibilities" are essential to successfulperformance in this position:

1. Performgeneral office duties, such as answering phones, responding to emails, andmanaging correspondence.
2. Greetvisitors and assist them with inquiries or direct them to the appropriatepersonnel.
3. Maitainelectronic and physical filing systems, ensuring all documents are accuratelyorganized and readily accessible.
4. Assistin scheduling appointments, meetings, and conference calls.
5. Prepareand distribute memos, letters, reports, and other documents as needed.
6. Coordinateand oversee facilities maintenance activities, including routine inspections,repairs, and cleaning services.
7. Collaboratewith external vendors and contractors to schedule and supervise maintenance andrepair work.
8. Monitorand maintain inventory of office and cleaning supplies, ensuring adequate stocklevels.
9. Assistin organizing and coordinating office events, meetings, and conferences.
10. Manageoffice equipment, including copiers, printers, and telecommunication systems,ensuring proper functionality and maintenance.
11. Assistwith basic bookkeeping tasks, including Accounts Payable and expense tracking.
12. Collaboratewith other administrative staff to ensure smooth workflow and effectivecommunication within the office.
13. Provideadministrative support to various departments as required.
14. Performother duties as assigned by management.
15. Adheresto ethical and conduct standards as established by professional licensure andPhoenix House policies.
16. Attendsall required staff training sessions in accordance with Phoenix House and statelicensing requirements, completes all training on time
17. Attendsand participates in program and all staff meetings
18. Adheresto and promotes the Phoenix House Mission, Vision, and Values while acting as arole model for others

Supervisory Responsibilities

The incumbent in this position has no supervisory responsibilities.

Requirements

Toperform this position successfully, you must be able to perform each essentialduty and responsibility satisfactorily. Reasonable accommodation may bemade to enable individuals with disabilities to perform theiressentialduties and responsibilities. The requirements listed below arerepresentative of the knowledge, skill, and/or ability required.

• College Degreein Office Administration or related field preferred.
• Provenexperience as an administrative assistant or in a similar role.
• Must have experience in Accounts Payable.
• Proficiency inMicrosoft Office suite (Word, Excel, Outlook, PowerPoint).
• Excellentcommunication skills, both written and verbal.
• Strongorganizational and time management abilities.
• Attention todetail and accuracy in all tasks.
• Ability tomultitask and prioritize tasks effectively.
• Professionaldemeanor and strong customer service skills.
• Familiaritywith basic accounting principles is a plus.
• Ability tomaintain confidentiality of sensitive information.
• Legalauthorization to work in the United States.
• Demonstratedcommitment and adherence to Phoenix House Mission, Vision, and Values: ICARE For- Integrity, Collaboration Appreciation, Respect, Excellence, andForward-Thinking