Administrative Assistant

Administrative Assistant

Provides administrative and operational support to CIS of Southern Nevada team. The Administrative Assistant manages the front desk reception area including monitoring for safety, creating a welcoming environment, and receiving and inventorying all mail and packages. They provide administrative support to the affiliate teams through assisting with implementing strong operating systems. They are responsible for in-office scheduling, communication, and other office tasks.

Administrative & Office Coordination

• Manage the reception area by staffing the front desk five days per week during office hours.
• Create a welcoming environment for guests and staff which includes monitoring the office for safety and following all safety protocols and procedures.
• Receive, sort, distribute, and record all mail and packages, following inventory procedures.
• Ensure close-out procedures are followed daily to leave the office clean, safe, and secure, including oversight of the alarm system.
• Maintain central files per Accreditation requirements, such as school files.
• Support the Manager, Operations and Administrative Services to maintain the off-site warehouse, including managing the supply inventory and ensuring the warehouse is clean and safe for all SNV staff to access.
• Coordinate opportunities for affiliate staff to access the warehouse throughout the school year.
• Act as the point person for any needs relating to the warehouse (contracts, tenant issues, etc.).
• Work closely with HR and the Training Specialist to welcome new hires as part of the onboarding process. Assist the hiring process by scheduling interviews and coordinate with management calendars as needed.
• During affiliate onboarding portion, provide SNV policies and procedures, check out equipment such as laptops and hotspots and provide and track keys, access codes and other security features as necessary. During onboarding and beyond this position will distribute uniforms and nametags to SNV staff.
• Manage user access to the national and state-wide learning platforms with up-to-date employee user information.
• Monitor and update staff roster.
• Act as the lead for SNV IT needs between staff and the IT consultant, report IT challenges by placing work orders and managing equipment and work with the state office to maintain equipment logs.
• Manage hotspot coordination and assignment.
• Coordinate and prepare meetings such as All Staff, Community Partners and Advisory Council by confirming meeting space, notifying attendees, sending out calendar invites, preparing agendas and meeting minutes.
• Support SNV Purchasing and Finance needs by, assisting program managers to reconcile monthly credit card statements, maintain petty cash funds and reconcile monthly petty cash expenses.
• Order supplies for all affiliate needs and keep the supplies well stocked in the office with approval and budget allowance.
• Oversee and coordinate the affiliate purchase, usage and distribution of RTC bus passes in addition to submitting grant application on an 18-month cycle.
• Assist with collecting staff documents (calendars and timecards) for district billing and grant reporting monthly.
• Assist with the collection of in-kind documentation from staff as needed.
• Schedule vendors for maintenance and repairs.
• Perform general office-related errands as needed with approval.
• Answer main phone line, transfer calls and take messages as needed.

Volunteer Recruitment and Coordination

• Coordinate with HR to conduct background checks for incoming interns, potential volunteers, and other applicable support.

Events

• Support special events with administrative help as needed.
• Assist with the collection of in-kind documentation for events.

Special Initiatives

• Support the administrative functions of special initiatives as requested.

Other

• Additional duties as assigned.

Qualifications and Competencies

Qualifications include:

• High school diploma or Associate's degree.
• Experience as an office assistant or related field.
• Positive attitude and flexibility to work in an ever-changing environment.
• High level of interpersonal and communication skills, attention to detail a must.
• Excellent organizational, coordination and administrative skills.
• Computer literate in MS Word, MS Excel, PowerPoint, Microsoft 365 and Internet use.
• Strong writing skills.

Work Environment & Physical Demands

• Work environment is indoors and climate controlled. Frequently exposed to outdoor weather conditions.
• Work includes the movement of boxes and supplies with or without assistance, some lifting required up to 20 lbs.
• Moderate noise levels as found in a business office setting.
• Must pass criminal background and drug test as required.
• Use of own automobile.