POSITION SUMMARY:
Under the direct supervision of the Executive Assistant, this position provides administrative, clerical, and front-office support. Responsibilities include greeting the public, managing a multi-line telephone system, assisting with Board meetings, processing incoming payments, maintaining records, preparing documents, managing mail, and maintaining an organized and welcoming office environment.
DUTIES AND RESPONSIBILITIES:
- Provides clerical and office support to administrative staff.
- Assists with Board meetings and related activities, including preparing and binding reports, coordinatingmeeting setup and cleanup, tracking attendance, arranging catering and hotel accommodations, obtainingBoard signatures, and completing related administrative tasks.
- Performs clerical duties including copying, scanning, faxing, typing, word processing, documentpreparation, archiving, and maintaining spreadsheets.
- Monitors office supply inventory and coordinates ordering as needed.
- Receives, verifies, and issues receipts for incoming payments, including cash, checks, and money orders;maintains accurate records and ensures documentation is provided to the appropriate departments.
- Greets the public, answers general questions regarding agency programs, and distributes agency formsas needed.
- Operates and manages the multi-line telephone system, appropriately routes calls, takes messages, and maintains the voicemail system.
- Receives, sorts, and distributes daily mail to employees and programs.
- Prepares outgoing mail, ensures proper postage, and prepares and receives UPS and FedEx packages.
- Performs clerical activities and prepares correspondence as required; files and maintains program and agency records.
- Assists with preparing file folders and other administrative materials for the Finance Department.
- Logs daily checks received and notifies appropriate recipients via email.
- Maintains a clean, organized, and welcoming reception and lobby area,including watering of the plants.
MINIMUM QUALIFICATIONS:
- High School diploma or GED
- One (1) year of administrative or clerical work experience.
- Valid Arizona driver’s license and clearance/approval by corporate auto insurer.
- Basic to intermediate proficiency with Microsoft Office products, including Word, Excel, and Outlook.
OR
- Any combination of academic education, professional training or work experience, which demonstrates the ability to perform the duties of the position.
PREFERRED QUALIFICATIONS:
- Two (2) years prior work experience in a non-profit agency or volunteer social work.
- Intermediate proficiency with Microsoft Office products, including Word, Excel, and Outlook.
- Bilingual (English/Spanish)
PHYSICAL REQUIREMENTS:
- Must be able to see a computer monitor.
- Must be able to lift fifteen (15) pounds).
PPEP INC. IS AN EEO EMPLOYER - MINORITIES/WOMEN/VETERANS/DISABLED
MUST APPLY ONLINE AT PPEPHIRING.COM
Job Type: Full-time
Pay: From $17.60 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Customer service: 1 year (Preferred)
Language:
- read, and write Spanish (Required)
Work Location: In person
