Happy Haven is hiring: Administrative Assistant in Lewiston

The Administrative Assistant position is responsible for front office activities, including answering phone calls, greeting visitors, interacting with staff and consumers, clerical digital and physical filing, ordering office supplies, money management, certificate management, and the monthly newsletter.

Essential Functions

1. Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
2. Coordinate maintenance of office areas and equipment.
3. Order office supplies in accordance with company purchasing policies and budgetary restrictions.
4. Maintain spreadsheets of locations and staff (e.g., cell phones, emails).
5. Print documents for programs as needed.
6. Participate in special department projects.
7. Prepare sign-up sheets for meetings, trainings, and health fairs.
8. Report complaints to appropriate departments.
9. Ensure all certificates are entered correctly into the system.
10. Manage the activity calendar each month.
11. Oversee monthly activities for consumers.
12. Balance money for the people served and perform data entry.

Detailed Description

1. Provide administrative support including filing, typing, copying, binding, and scanning.
2. Maintain confidentiality of HR information.
3. Support the team with organizational tasks.
4. Ensure operation of office equipment.
5. Distribute training and learning schedules.
6. Answer questions and requests via phone, email, and verbally.
7. Maintain supplies and anticipate future needs.
8. Prepare weekly reports.
9. Create activity reports for consumers and manage activity committees.

Knowledge, Skills, and Abilities

• Attention to detail.
• Proficiency in Microsoft Office.
• Strong organizational skills.
• Analytical thinking.
• Professionalism.
• Problem-solving skills.
• Supply and inventory management.
• Verbal communication skills.
• Teamwork.

Supervisory Responsibility

This position has no supervisory responsibilities.

Physical Demands

Regularly talk or listen; frequently stand, walk, use hands, and reach; occasionally lift up to 50 pounds.

Position Type/Expected Hours of Work

Full-time, Monday through Friday, 8:00 a.m. to 4:30 p.m.

Required Education and Experience

• At least one year of relevant experience.

Work Authorization/Security Clearance

Must be eligible to work in the U.S. without sponsorship.

Other Duties

This job description is not exhaustive and duties may change.

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