Administrative Assistant/Office Manager - Age Well Senior Services
POSITION SUMMARY: Administrative Assistant ensures the efficient day-to-day operations of the office, and supports the work of the CEO, VP of Operations and other departments. The hours for this role are Monday through Friday, 8:30am - 5:00pm (40 hours per week) and $23/hour.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Serves as point of contact for all clients and guests, ensuring needs are identified and handled timely and professionally.
- Answer, screen, route and/or take messages for incoming calls.
- Assist walk-in’s.
- Supports CEO with various administrative and clerical functions, providing administrative & clerical support for Admin. Office and Site staff as required.
- Process incoming and outgoing mail and faxes (sort, distribute/certified mail/drop off).
- Post incoming checks to Donor registry and Accounting registry.
- Board of Directors – Attend all meetings, handle preparation and correspondence, assist as needed with Board Committee/Board Retreat Meetings (annually).
- Assist as needed with Management Meetings/Staff Meetings.
- CDBG Grant Admin/Filing, documentation, and certified mailings.
- Assist Events as needed with Invitations and Thank You's.
- Maintains monthly PTO Schedule.
- Maintain Certificates of Insurance, Site Safety Inspections/Fire Drills, Incident Reports.
- General office equipment maintenance and monthly supply orders as needed.
SECONDARY DUTIES & RESPONSIBILITIES include the following. Other duties assigned as needed.
- Assist the VP of Operations and Communications with various assignments as needed.
- Conducts quarterly Safety inspection for Admin office.
- Internships (coordinating initial interns/sending to all sites/follow-up).
- Stock kitchen supplies on a daily basis (coffee products, paper towels, etc.). Also, keep Kitchen clean and wiped down at the end of the day.
- Ordering and tracking food/water/supplies for Admin office in the event of a Disaster.
- Responsible for setting up conference room according to meeting needs; Maintain booking schedule of conference room.
- Manage tickets Age Well receives for Symphony.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION & EXPERIENCE
- 2 Year College degree or equivalent work experience.
- Administrative Assistant experience preferred.
- Experience answering multi-line telephones.
- Proficient in MS Office, Excel, and Outlook (Salesforce would be a bonus!).
- High level of professionalism, discretion and diplomacy in working with staff and in handling and maintaining confidential information.
- Ability to work within given deadlines. Must be able to multi-task and follow-through on assignments with attention to detail.
- Excellent written and verbal communication skills.
CERTIFICATES, LICENSES, REGISTRATIONS
- California Driver’s license.
- Proof of Auto Insurance.
- Valid Registration.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, procedure manuals and reports, and the ability to communicate effectively.
MATHEMATICAL SKILLS
Basic math skills including the ability to add, subtract, and accurately count money, supplies, and other items.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, sit and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee must occasionally move/lift and or push up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and depth perception and the ability to adjust focus.
Only qualified applicants will be contacted, please do not call our office to inquire about your application.
Job Type: Full-time
Pay: $23.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
License/Certification:
- Driver's License (Required)
Work Location: In person
