The Administrative Assistant supports various functions and operations for several Agency Departments utilizing CHJC's Campus location in Watertown. The position requires physical tasks such as picking up mail from the post office, distributing mail to appropriate department, and delivering checks or case to the Finance Department located in Empsall. The Administrative Assistant emphasizes the following values: Safety and permanency for all service recipients, Respect and compassion in every interaction, Integrity in decision-making, Excellence as a standard, and Stewardship for the benefit of service recipients and the community.
Requirements
- Answer and direct incoming telephone calls promptly and professionally
- Greet and direct visitors with excellent customer service
- Maintain a tidy front office and reception area at all times
- Pick up mail from the post office and distribute to appropriate staff/department
- Apply postage, check address accuracy, and prepare outgoing mail
- Sort and distribute incoming mail and faxes
- Accept incoming deliveries and notify appropriate parties; prepare outgoing packages for carrier pickup
- Maintain and update staff mailboxes
- Order postage and postage machine ink as needed
- Complete and maintain check logs for incoming checks and donations
- Log incoming cash, checks, and donations accurately
- Physically deliver logged checks/copies and cash to the Finance Department in Empsall
- Assist with petty cash requests and reconcile petty cash fund as directed by Finance Manager
- Assist with oversight of fiscal responsibilities including reimbursement fund, credit cards, and receipts
- Perform clerical duties: typing, copying, filing as needed
- Assist foster care and Administration Departments with creating PDFs for e-signatures
- Format and update documents for President/CEO and Manager of Administrative Services
- Maintain agency archives and fulfill archive requests
- Print and distribute staff business cards
- Attend meetings and trainings as requested or required
- Oversee scheduling of agency vehicles for staff use
- Manage scheduling of office and visitation spaces
- Coordinate room reservations and RSVP tracking for events
- Assist Marketing and Events Coordinator with agency events, mailings, and event materials
- Support website text composition, edits, and additions
- Maintain Fundraising FundEZ software database entries
- Create and complete mail merges for agency mailings
- Process and mail staff work anniversary cards and gift certificates
- Create and distribute agency information sheets
- Oversee copier/fax servicing and order ink cartridges and office supplies
- Keep inventory of office supplies
- Act as liaison between HR, IT, Finance, and Maintenance Departments for organizational needs
- Handle other duties as assigned by Manager of Administrative Services or President/CEO
