Administrative Assistant Children's Programming

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Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of our shelter families holiday programming. Supports development/ESCRI director and staff through a variety of tasks related to the organizations mission and goals. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Reports to Development/ESCRI director. Bi-lingual English/ Spanish Preferred.

Responsibilities:

• Answer and direct phone calls

• Organize and schedule meetings and appointments with families.

• Maintain master contact lists/client tracking.

• Produce and distribute correspondence memos, letters, faxes and forms

• Assist in the preparation of program applications, copies of documents and family needs.

• Maintain a filing system

• Order office supplies

• Provide general support to visitors

• Provide information by answering questions and requests

• Generate reports

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Contribute to team effort by accomplishing related results as needed

• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

• Cover the reception desk when required

• Maintain computer and manual filing systems

• Handle sensitive information in a confidential manner

• Reply to email, telephone or face to face inquiries

• Manage Client (families) appointments

• Greet and assist visitors to the office