Description
The role of the Administrative Assistant is to performs clerical duties for the Comprehensive Refugee Services ministry and personal contact with the community. As Administrative Assistant, provides a welcoming atmosphere for clients, visitors, and volunteers and maintains an orderly waiting area, answers incoming telephone calls, monitors and reply emails directing them to the proper staff and providing accurate information. Performs data entry tasks, generates monthly reports, and assists with the demands of Comprehensive Refugee Services (CRS), based on contract requirements.
Essential Duties and Responsibilities:
- Accept incoming telephone calls and direct to the proper party.
- Greet and direct clients upon their arrival and give assistance with intake forms.
- Monitor lobby area.
- Maintain Visitor Log in coordination with the CRS Reception.
- Assists the Program Director and Coordinator in the upkeep and maintenance of an organized filing system for agency records.
- Organizing CRS contracts , subcontracts, agreements , creating correspondence , and preparing reports or documents as needed.
- Managing Director’s calendar.
- Work in tandem with other clerical/support/administrative staff.
- Keep accurate statistics and make reports as requested.
- Assist in the development and expansion of resources for the program.
- Monitor voice mail, fax machine and relay information to proper parties.
- Open/Close office per schedule.
- Assist with Intakes, Assessments, and data entry when needed.
- Be cross-trained in other aspects of Administrative office to assist others on the support team in all phases of their daily work.
- Translate and interpret as needed
- Participate in all required staff or agency meetings
Requirements
Education and Experience Qualifications:
- High School Diploma or equivalent with proficiency in computer skills.
- At least 3 years’ experience in an office setting with emphasis on receptionist/secretarial work.
- Must have the ability to communicate effectively in English and Spanish, both verbally and written.
- Demonstrate experience with Microsoft Office Professional including Word and Excel.
- Operate standard office equipment including a multiple line telephone system, copy machine fax, and scanner.
Other Skills and Abilities:
- Extremely detail-oriented.
- Strong interpersonal skills.
- Quick learner.
- Inquisitive, eager to learn, self–starter.
