Administrative Assistant

United Way of Greater Cleveland - Cleveland, OH4.2

Full-timeEstimated: $28,000 - $41,000 a year
EducationSkills
Department: Regional Initiatives & Government Relations (RIGR)
Reports to: Executive VP, RIGR
Status: Full Time (37.5 hours/wk) /Non-Exempt
Standard Work Schedule: Monday - Friday, 8:30 am to 5:00 pm - May be required to work outside of normal schedule

Purpose of Position:
Enhances the effectiveness of the executive offices by providing administrative support to the Regional Initiatives and Government Relations team (Public Policy, 2-1-1, Wrap Around Schools). Works independently in performing a wide variety of administrative and office support duties for professional staff members requiring sensitivity to confidential matters.

Duties and Responsibilities:Essential Job Functions/Key Accountabilities:
Administrative Support
Coordinates and schedules meetings to include scheduling and securing logistics, coordinating materials and attendance lists, and making follow up calls in support of attendance. Produces and distribute meeting notes, agendas and minutes.
Assists in the maintenance of databases of collecting volunteer information. Tracks and verifies contact information of volunteers and relationship management data and activities.
Assists in revising and updating documents as needed (Word, Power Point, Excel, etc.) Provides support and backup coverage to the receptionist and other assistants. Greets visitors and answers staff telephones in a professional and friendly manner.
Composes letters, memos and other correspondence and provides general office support with copying necessary material and maintaining department files and databases.
Supports leadership staff by responding and processing inquiries, requests, or other concerns. Maintains sensitivity to confidential matters in receiving and relaying messages, maintaining calendars, making appointments, and responding to organizational invitations or to scheduling meetings.
Makes travel arrangements and tracks costs associated for reconciling to the budget.
Maintains office inventory, orders and purchases supplies, equipment and miscellaneous items for the office. Insures offices are kept clean and organized.
Processes department mail, handles retrieval, sorting, distribution of mail and processes outgoing packages and mail.
Maintains office departmental files and records. Ensures records are kept up to date and are kept secure.
Maintains a knowledge and keeps abreast of ongoing events and issues that the departmental staff is handling and uses best practices in providing administrative and general office support.
Other Duties
Other responsibilities as assigned.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.Duties, responsibilities and activities may change at any time with or without notice.

Qualifications:
Required Education and Experience:
High School diploma or equivalent
2 years of administrative support or other relevant experience.
Specialized Knowledge, Skills & Abilities (KSA)
Relationship building skills
High proficiency with Microsoft Office Suites (Word, Power Point, Excel, SharePoint)
Excellent computer and typing skills
Research and problem solving ability
Excellent oral and written communications skills
Letter, memo, report writing and spreadsheet skills
Proactive, flexible and team player
Attention to detail and accuracy
Skilled with general office techniques and administrative procedures
Maintaining file systems
Preparing invoices or expense reports
Demonstrated organizational skills
Empathy, creativity, thoughtfulness, and energy.

Work Environment/Physical Demands (if any):
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential job functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential job functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Working conditions are normal for an office environment which includes but not limited to the following:
Ability and means to travel on a flexible schedule as needed, proof of liability and property damage insurance on vehicle used is required.
Occasionally required to stand’ walk; sit; use hands to fingers; hand or feel objects; tools or controls; reach with hands and arms; talk and hear
Employees may need to occasionally lift up to 25 lbs.
The noise level in the work environment is usually minimal
The statements contained herein reflect general details as necessary to describe the principal functions of the job, level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements.
The noise level in the work environment is usually minimal