Summary:
The Administrative Assistant serves as the agency receptionist, welcomes visitors and assists people on the phone as well as provides general administrative and operation support to program managers and other staff, performing all duties in accordance with the policies and procedures of Smart Start of New Hanover County.
Education/Qualifications:
Associate degree preferred; Have or be willing to become a Licensed Notary
Experience:
Two years’ experience in clerical office skills or administrative assistant work preferred
Essential Functions and Responsibilities:
· Follow rules, regulations, policies and procedures of Smart Start of New Hanover County and North Carolina Partnership for Children;
· Perform a broad range of duties to develop or enhance Smart Start’s mission and relationships in the community by assisting administrative and programmatic staff;
· Create a friendly, hospitable, and helpful atmosphere for clients, customers, board members, and community partners;
· Serve visitors by greeting, welcoming, directing and announcing them appropriately;
· Answer, screen and forward incoming phone calls;
· Handle queries from the public/customers; provide basic information when needed, refer to other staff or to outside assistance as appropriate;
· Sort and distribute incoming correspondence and deliveries to staff accordingly; maintain postage logs per policies: maintain postage meter for outgoing mail;
· Input and maintain volunteer and donor information into database, maintain up-to-date public officials and other key partner list;
· Assist in preparation of outgoing correspondence including bulk mail, blast emails other large mailings;
· Provide support to managers and staff including record keeping/data entry and general office work as assigned;
· Assist with customers picking up loaned materials; assist with onboarding tasks;
· Act as primary contact for contractors performing any maintenance on building and grounds during normal business hours;
· Prepare conference room before meetings, maintain training room use request forms, take and prepare minutes of meetings as requested;
· Prepare purchase requests and oversee documentation for all purchasing by assigned programs;
· Check in orders when received, notify staff members of orders received;
· Manage inventory of all fixed assets and office, kitchen and janitorial supplies; work with managers to maintain program-specific inventory;
· Assist in gathering vendor, grantee and employee information as needed, inform Finance Director and Multi-Partnership Accounting Contracting (MAC) site staff of changes to vendor information, confirming receipts/invoices;
· Notarize documents for ED, Board Members and staff as requested;
· Create and maintain/update SOPs for front desk;
· Update Auto Insurance Binder monthly;
· Perform all other duties as assigned.
Knowledge, Skills and Abilities:
- Strong interpersonal skills and ability to work with the general public and community partners;
- Strong skills with computer data entry and general computer skills;
- Microsoft Office Suite skills;
- Data entry, database systems;
- Ability to create surveys, spreadsheets, documents, pamphlets, flyers within Microsoft;
- Ability to create welcoming and helpful atmosphere;
- Ability to establish and maintain effective working relationships with clients, community members, and other staff; ability to maintain confidentiality;
- Strong organizational and clerical skills;
- Concise oral and written language abilities;
- Ability to receive instruction and execute assignments effectively, independently, as part of a team, and within a specified time frame;
- Demonstrated problem-solving and record-keeping skills; and
- Basic knowledge of finance procedures to assist finance staff.
Physical Requirements:
· Ability to meet the daily duties involved with job that may include sitting or standing for long periods; computer keyboarding and lifting of up to 25 pounds.
Mental Requirements:
· Attention to detail and ability to concentrate with interruptions; requires normal mental capacity.
Pay: $40,000.00 - $45,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Work Location: In person
