Administrative Assistant

Arizona s Children Association - Phoenix, AZ (30+ days ago)


Advantages of Working With AZCA

We are one of Arizona’s top-ranked non-profit organizations. We are committed to you and your family; therefore, we ensure an excellent work-life balance with scheduling flexibility.

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The Administrative Assistant is responsible for the management functions of the office including: facility management, purchasing, secretarial and administrative support for the Program Director and other key staff.

ESSENTIAL DUTIES & RESPONSIBILITIES:
Ensures office is appropriately stocked with supplies, and maintains inventory of all office supplies.

Greets visitors and clients, directing them to appropriate staff and initiating security procedures including issuing nametags and maintaining a confidential sign-in log.

Takes messages in a complete and legible manner, containing all pertinent information, and forward those messages to the appropriate staff if callers prefer not to use the voice mail system.

Screens calls as necessary for staff.

Retrieves messages from answering service and voice mail, forwarding information as appropriate.

Maintains telephone lists in various formats: on network, in notebook at front desk and on switchboard labels.

Maintains confidentiality of all client, employee and agency information received via telephone, mail, courier service, fax, or any other verbal or written communication mode.

Composes correspondence as directed.

Assists Supervisor/Director in maintaining a day-to-day calendar of activities, as well as regularly held meetings.

Takes notes at staff meetings, and transcribes and distributes the minutes.

Sets up meetings, orders lunch when requested, and supervises the set-up and break-down of the meetings.

Maintains confidential and administrative files accurately.

Receives incoming mail and distributes sorted mail to staff.

Maintains all Critical Incident Reports for the department.

Trains and orients all new staff to the agency when requested by the Supervisor/Director.

If applicable, develops and administers the Child and Adult Care Food Program menus; organizes and submits appropriate paperwork and data collection.

Must be able to safely and effectively monitor consumer activities, with or without a reasonable accommodation.

Performs other duties as assigned which are consistent with the general responsibilities of the position.

MINIMUM QUALIFICATIONS:
Must be 21 years of age (licensing requirement).

High school diploma or equivalent.

Minimum 1 year experience providing general administrative/clerical support to include receptionist/operator duties, preferably in a human service industry.

Possess a valid Arizona driver’s license and be insurable under the agency’s automobile policy.

Able to operate common office equipment and have word processing computer skills.

AzCA is an EEO/Veterans/Disabled/LGBT employer.