Admin Assistant

Job Description

Job Description

JOB SUMMARY:  

Under the direct supervision of the Executive Assistant, the Administrative Assistant provides general administrative and office support to various departments within the organization. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings/correspondence, and working on special projects. Ultimately, the Administrative Assistant’s position is an integral part in ensuring that C4K offices operate in an organized, efficient and professional manner.

ESSENTIAL FUNCTIONS:  

Administrative Duties:  

• Uphold the mission and core values of Counseling4Kids.
• Provide chronological reference by developing and utilizing filing and retrieval systems.
  
• Formats and continuously updates training material, SOPs, SharePoint sites, and other agency-wide material. 
• Schedules meetings and draft agendas, presentations, worksheets, and other necessary documents.
• Attends meetings documenting workflows, notes, deliverables, and agreements and coordinates follow-up across departments to ensure timelines. 
• Researches various topics and reports findings, ideas, and solutions to Department Managers.
  
• Answers phones, directs calls to appropriate individuals, and prepares messages. 
• Copies, sorts, and files records related to office activities, business transactions, and other matters. 
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies and maintaining keys.
• Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment. 
• Ensure both office break rooms are clean and fully stocked with supplies. Manage the Break Room Duty initiative for both offices. 
• Manage a variety of special projects for all departments within the organization. Works independently and within a team on special nonrecurring and ongoing projects. 
• Serves as a back up to the Client Services Department for assistance with Doctor translation services and other projects assigned by Client Services.
  
• Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail. 
• Required to maintain confidentiality regarding exposure to personnel and agency information. 
• Assist with event and major meeting planning. 
• Is a standing member of agency committees engaging in planning, executing, and recapping events & programs.
• Regularly update the Community Board with important updates and appropriate employee engagement material. 
• Travel to off-site locations at supervisor’s request. 
• May maintain (or support in the maintenance) and keep agency keys and provide ongoing access to agency facilities.
• Communicate with building/office management to address suite maintenance including follow up communications and tracking resolutions over time
• Field operational requests from staff and/or outside organizations that arrive in the office 
• Support in non-home office as needed 
• Other duties as assigned. 
  

Note : In the event that the Agency requests the regular usage of bilingual skills, the passing score of 70% on a proficiency test is required to receive a monthly bilingual stipend; per the Agency’s Bilingual Stipend Policy. 

Competencies  

• Aptness to work well under pressure and tactfully with various personalities. 
• Flexibility and openness to diverse experiences and perspectives. 
• Highly meticulous attention to detail and time-management skills. 
• A proactive and resourceful approach to problem-solving, handling multiple concurrent tasks, and a fast-paced, dynamic environment. 
• Provides a positive customer-oriented attitude and professionalism. 
• Ability to assume responsibility and function effectively in a team environment or independently. 
• Willingness to work some evenings, weekend days to complete special projects and participate in fundraising events
  

Supervisor Responsibility  

This position has no supervisory responsibilities. 

MINIMUM QUALIFICATIONS:  

 

• Minimum of an A.A./A.S. degree in Business, Marketing or related to Social Services industry. 
• 2 years of experience working/volunteering for a non-profit organization.
• Superb Time Management and Organizational Skills
• At least 2 years of experience managing Department and/or Administrative Level schedules
• Must have working experience with Microsoft Word 365 (Excel, Power Point, Power Automate and other related apps), Adobe Creative Suite, CANVA (video creation and editing), Airtable, and Visio.
• Punctual and proven ability to handle confidential information with discretion 

• Must be able to communicate clearly; both verbally and in writing.
• Possess the ability to work as a team member, take initiative and excellent problem-solving skills. 
• Positive attitude with very strong interpersonal skills. 
• Ability to self-start, work independently and achieve high standards to meet multiple deadlines. 
• Proven ability to determine appropriate course of action, referral or response. 
• Credibility, integrity and emotional maturity.
• Punctual and proven ability to handle confidential information with discretion 

PREFERRED QUALIFICATIONS:  

• Two (2) years of experience working/volunteering for a non-profit organization.
• Exceptional interpersonal skills, able to relate one-on-one and in groups with confidence, empathy and poise 
• Superb time management and organizational Skills, with an ability to prioritize, work well under pressure, and meet deadlines.

• Analytical assessment, review, and development of process efficiencies in a department or organization-wide level.

• Possess the ability to work as a team member, take initiative, and provide excellent problem-solving skills. 

• Maintains a positive attitude with very strong interpersonal skills. 

• Ability to self-start, work independently, and achieve high standards to meet multiple deadlines. 

• One (1) year of experience with event planning and hospitality 

• Bilingual in Spanish/English or Armenian/English 

 

EEO Statement:  

Counseling4Kids provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Counseling4Kids complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Counseling4Kids expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Counseling4Kids’ employees to perform their job duties may result in discipline up to and including discharge.