Office Administrator

Job Description

Job Description

JOB DESCRIPTION

JOB TITLE: Office Administrator

EMPLOYER: Commonwealth Autism

DEPARTMENT: Facilities

REPORTS TO: Operations Manager

Status: Full Time

Core values:   

• Helpful: We share the instinct to help our customers, clients, and each other. Our community values our willingness to provide an experience that makes a difference. 
• Curious: We ask bold questions, exploring new ideas, and challenging the status quo. We create space to try, learn, and adapt to be stronger together. 
• Beyond Self: We act with purpose that transcends personal ambition. Our work is rooted in service beyond our self-interest. We create impact together. 

• Bold Integrity: We are honest and accountable with each other and the people we serve; we are not afraid to do the right thing to ensure we're accomplishing our goals of stronger, healthier communities. 
• Desire and Passion for the Mission: We strive to make a difference in people’s lives. We bring heart, energy, and purpose in everything we do. Our mission is not just what we do but why we show up every day. 

SUMMARY:

Responsible for front office reception and assisting with administrative tasks as needed.

DUTIES AND RESPONSIBILITIES:

• Provide a warm welcome to visitors in person and via phone
• Provide information as needed including information about CA Mission and programs and services
• Direct and transfer calls to appropriate recipient
• Provide general office assistance such as straightening meeting and training spaces, reserving meeting rooms, etc. 
• Oversee Alliance Virtual Office functions
• Assist with messaging potential clients through the Food Corridor
• Lead potential clients on tours of meeting and training spaces and commercial kitchen

• Assist with other assignments as needed

SUPERVISORY and/or Primary RESPONSIBILITIES:

• This job has no supervisory responsibilities
• Assist with administrative tasks as needed
• Adhere to the document retention policy
• Assist with file management and maintenance, including cloud-based systems
• Maintain objectivity while representing CA and performing associated CA responsibilities. 
• Provide accommodations in support of the Americans with Disabilities Act, when requested, as appropriate
• Communicate with transparency by keeping an updated weekly calendar that is shared via a shared calendar in Outlook through CA SharePoint account
• Follow through on all commitments and meet deadlines
• Be accessible by responding to emails and phone calls
• Work to problem-solve challenging situations by requesting help from supervisor or co-workers

• Model values of the organization 

QUALIFICATIONS:

• High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience
• Proficient with relevant software programs (Word, Publisher, Excel, etc.)
• Strong communication (i.e., verbal and written) and interpersonal skills
• Dependable
• Ability to independently problem solve
• Ability to maintain control of work in a fast-paced environment while supporting a variety of assignments
• Ability to maintain confidentiality

COMPETENCIES:

• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: