Job description

Department: Administration

Reports to: Director of Operations

Status: Hourly, Part-time, Non-exempt (30 hours weekly) Mon-Fri: 9:00am-3:30pm

**Position is part-time and not benefit eligible**

Position Objective:

The Administrative Assistant position is responsible for providing administrative & clerical support to the Horizon House leadership team & various internal departments. This position requires a high level of customer service skills in addition to daily interaction with staff, visitors, vendors, volunteers & clients. Provides general office support which may include (but not limited to) answering & directing incoming calls, scheduling, set-up & tear down for meetings/trainings/events, board & committee meeting coordination, filing, ordering of office supplies, and other various administrative tasks supporting the leadership team.

Requirements:

Training/Education:

• High school diploma or equivalent required; Associate’s degree preferred; Prior experience in a professional office environment required

Experience/Skills:

• Minimum of 3 years’ experience as an Administrative Assistant, prefer experience in supporting a leadership team and various internal departments
• Experience in modern office methods, procedures, practices and business correspondence
• Prior work within a non-profit or social services organization a plus
• Ability to perform complex, detailed administrative and clerical tasks involving independent judgment
• Strong knowledge of office equipment (copiers, scanners, telephone system, etc.)
• Advanced skills in all Microsoft Office applications

Special Requirements:

• High degree of confidentiality, accountability & ownership of work product
• Willingness and ability to function within a fast-paced, growing organization
• Superior organizational and time management skills including the ability to multitask, prioritize & meet challenging deadlines, coupled with high-level critical thinking, analytical & problem-solving skills
• Excellent judgement & decision-making skills; able to work with minimal supervision
• Meticulous attention to detail, result-oriented & solution-focused, with special ability to create & implement innovative ideas
• Ability to develop respect, trust and strong internal relationships with agency leadership, employees & external vendors
• Exceptional verbal & written communication skills (spelling, grammar, punctuation)
• Advanced computer skills; including data entry, data processing, communication tools, inputs & uploads data and documents accurately

Essential Functions:

General Office Tasks:

• Answers & directs incoming calls to appropriate staff/department
• Sorts, processes & distributes mail/packages
• Orders & tracks office & copier supply inventory
• Maintains office equipment
• Updates internal forms/documents/spreadsheets
• Maintains meeting room calendar(s)
• Assists with general office projects & administrative functions within the programs department as identified by the Director of Programs & Director of Housing
• Ensures organization of staff kitchen

Leadership Team Assistance:

• Provides general administrative & clerical support to Horizon House leadership team

Information/Communications Technology:

• Maintains organization & cleanliness of IT/Communications equipment rooms

Event/Meeting Coordination/Assistance:

• Assists with coordination, set-up & tear down of Horizon House events & meetings
• Compiles & prepares board & committee meeting documents & uploads to Boardable & internal drives

Human Resources Assistance:

• Prints employee badges & maintains Horizon House employee photo board

Education/Training:

• Attend required agency continuing education/training activities

Hours: Position requires a part-time thirty-hour work week (Monday-Friday: 9:00am-3:30pm)

General Assistance: Assists with all like duties as assigned by the leadership team or Director of Operations. Completes other duties as assigned.

The preceding essential function statements are not intended to be an exhaustive list of tasks & functions for this position. Additional tasks & functions may be assigned as needed to fulfill the mission, vision & goals of the organization.

Contacts and Liaisons:

The Administrative Assistant will regularly communicate with Horizon House employees, outside vendors and other individuals as deemed necessary in order to fulfill the responsibilities of the position.

Horizon House is proud to be an equal opportunity employer that promotes and values diversity & inclusion in the workplace. We encourage qualified applicants to apply for open positions regardless of their race, color, gender identity, religion, national origin, ancestry, citizenship, physical abilities, age, sexual orientation, veteran status, or criminal background.

Job Type: Part-time

Pay: $18.75 - $19.25 per hour

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

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