ADMINISTRATIVE ASSISTANT at PARTNERSHIP WITH NATIVE AMERICANS

Phoenix, Arizona, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Jan, 26

Salary

0.0

Posted On

15 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Detail Oriented, Highly Organized, Excellent Customer Service, Intermediate To Advance Experience In MS Office, Experience Setting Up Office Information Systems, Valid Driver's License, Good Driving Record

Industry

Non-profit Organizations

Description

Description Essential Functions: · Ensure effective and regular communication with your supervisor(s). Report problems and issues appropriately, providing timely feedback on challenges that prevent accomplishing goals. · Handle all incoming calls professionally and take thorough and accurate messages and route to appropriate individuals in a timely manner. · Sort and distribute company mail. Handle UPS, FedEx, USPS accounts and file receipts. Prepare outgoing mail to Texas office weekly. · Maintain professional relationships with program partners and vendors, answering questions and providing them with needed information. · Establish and maintain electronic files for all program documents. Post as necessary. · Update, maintain, and ensure accuracy of all office databases and files including program partner and vendor information. · Collect and compile program data from requests and reports monthly. Ensure the accuracy of the data collected. Provide data to the Manager for interpretation and reporting. · Upgrade and maintain the paper filing system in the office. · Manage the flow of paper request and report forms in the office. Route documents to the appropriate staff and ensure essential documents do not get lost. · Attend and take minutes during staff meetings. Provide minutes to staff in timely manner. (Post on SharePoint in a timely manner.) · When asked, assist and coordinate staff travel plans. Research and negotiate prices on hotel and meeting rooms. Provide confirmation information to staff. · Provide financial reports, invoices, and bills to finance on a daily, weekly, and monthly basis. Request checks from finance as needed. (i.e. petty cash, ordering office supplies, etc.) · Update office and program activity calendar. Remain knowledgeable of all office events, travel schedules, deliveries, etc. Monthly Responsibilities: · Ensure all data is accurately entered into Acumatica at the end of the month so reports can be run. · Pass reports and receipts to Operations Manager for payments Material Services Responsibilities · Record all incoming requests and reports, make copies and give to the appropriate person. · Record all requests on the activity log, faxes and report tabs. · Record new program partners on the program partner and profile tab. · Fax request forms to program partners when requested by shipping coordinators. · Maintain volunteer database for in-house and field volunteer information, addresses, phone numbers, etc. · Distribute electronic program partner newsletter Requirements Secondary Functions: · Run errands and complete miscellaneous duties and assignments as needed. · Ensure that copies of program document packets are available for drivers to deliver to partners. · Provide photos, stories, releases, etc. collected from program staff to Program Development Content Coordinator (PDCC). · Maintain supply of program partner information packets with Partnership Development Coordinator (PDC). · Support Long Term Solutions staff as needed. · Other duties as assigned. Work Conditions: · Hours: Monday–Thursday 6:00 AM–4:30 PM (30-minute lunch) · Some overtime may be necessary to complete tasks. · Some travel outside the region may be required. Job Scope: · Follows fairly routine and established practices and procedures. Duties are performed with limited supervision after specific directions given. · Non-routine and moderately complex situations require good judgment and effective response. · High level of confidentiality must be maintained in accordance with policy and procedure. · Continuous communication with vendors, other offices, and program partners. Job Skills · Detail oriented and highly organized · Excellent Customer Service abilities · Intermediate to advance experience in all MS Office products · Experience setting up office information (filing) systems · Valid driver’s license and good driving record Education/Experience · High School Degree – college degree preferred · 4 years previous administrative responsibilities preferred · Must be able to read, write, speak and understand English

Responsibilities

The Administrative Assistant is responsible for ensuring effective communication with supervisors, handling incoming calls, and maintaining office databases. Additional duties include managing mail, assisting with staff travel plans, and providing financial reports to finance.