Administrative Secretary

Job Description
PURPOSE OF THE POSITION: To assist with a variety of administrative tasks. To contribute to the efficiency of the overall organization by ensuring assigned administrative duties are carried out timely and efficiently.

SUPERVISOR: Director of Administration


DUTIES INCLUDE:
•Assists in planning appointments, annual awards dinner, board meetings, special events, conferences etc.
•Attend meetings and keep minutes
•Receive and screen phone calls and redirect them when appropriate
•Make travel arrangements for executives
•Handle confidential documents ensuring they remain secure
•Prepare invoices or financial statements and provide assistance in bookkeeping
•Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
•Maintain electronic and paper records ensuring information is organized and easily accessible
•Conduct research and prepare presentations or reports
•Assist Director of Administration
•Serve as primary contact with Eastern Data and Cobb Technologies
•Able to create professional, visual designs using Canva's tools, templates, and features.
•Other duties as assigned

Requirements

QUALIFICATIONS :
•Proven experience as administrative secretary or similar administrative role
•Proficient in MS Office and "back-office" software
•In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of community action programs
•Familiarity with basic research methods and reporting techniques
•Excellent organizational and time-management skills
•Outstanding communication and negotiation abilities
•Integrity and confidentiality
•High school diploma and five years of experience as an administrative secretary or similar administrative role; or Associates degree in business administration or related field with 3 years of proven experience as an administrative secretary or similar administrative role

Benefits

Hampton Roads Community Action Program (HRCAP) offers a comprehensive benefits package for full-time employees, effective the first day of the month following your hire date. Benefits include:
• Paid Time Off:

o10 days of annual leave per year (accrued bi-weekly) for the first five years

oSick leave accrued at 5 hours per pay period

o1 paid day off annually for your birthday

o11 paid holidays, including major federal holidays
• Health & Wellness:

oMedical, dental, and vision insurance available for employees and dependents

oHRCAP covers 75% of health insurance premiums

oCoverage begins the first of the month after hire

oPre-tax premium deductions via Section 125 Plan
• Retirement:

o403(b) retirement plan with a dollar-for-dollar match up to 3% after one year of service

Additional details are provided in the HRCAP Employee Handbook and Summary Plan Documents.