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Administrative Assistant

YWCA North Central Indiana

South Bend, IN

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JOB DETAILS
SKILLS
Administrative Skills, Audiovisual, Background Investigation, Calendar Management, Customer Relations, Customer Support/Service, Customer/Client Research, Data Entry, Disability Accommodations, Executive Assistant Skills , Funding, High School Diploma, Mail Processing, Microsoft Access Database, Microsoft Excel, Microsoft Office, Microsoft Word, Multitasking, Organizational Skills, Persuasion Skills, Photocopy, Physical Demands, Quality Management, Record Keeping, Risk, Safety/Work Safety, Team Player, Telephone Skills, Time Management
LOCATION
South Bend, IN
POSTED
Today
Job Description
Full-time, 40 hrs/wk, Monday-Friday 8am-5pm
  1. 1. General Description
Manages office procedures, provides support for the President & Chief Executive Officer, the Board of Directors and other departments as needed.
  1. 2. Reporting Relationship
The Administrative Assistant reports to the President & Chief Executive Officer
  1. 3. Supervises
The Administrative Assistant has no supervisory responsibilities.
  1. 4. Responsibilities and Essential Functions.
  • Provides support to the Chief Executive Officer, Board of Directors and other departments as needed.
  • Answer multi-line phone system promptly and professionally. Direct calls to appropriate staff or department based on caller needs. Handle crisis or high-priority calls by transferring to the Crisis Desk or completing a referral form according to protocol.
    • Must be able to maintain confidentiality and exhibit a calm, compassionate demeanor when handling during crisis situations.
  • Accurately document and track referrals and crisis call information as required.
  • Greet and assist walk-in clients, ensuring their immediate safety and comfort.
  • Monitor the front office area for safety and follow agency procedures when dealing with potential abusers, stalkers or individuals seeking information on clients.
  • Assists with the overall security of the facility by watching the front parking lot cameras and reporting according to established protocols.
  • Serves as the customer service representative for the agency and interacts with clients, vendors, donors and visitors.
  • Maintains office calendar to coordinate workflow and use of meeting rooms. Responsible for the coordination of on-site and off-site meetings including scheduling, setup including audio visual equipment and other items as needed.
  • Performs general clerical duties to include, but not limited to, distribution of mail and other documents, copying, faxing, mailing and filing.
  • Ensures all donations are recorded and donors are warmly acknowledged when they drop off donations.
  • Responsible for overseeing employee and visitor sign-ins; tracking and reporting volunteer hours (including volunteers, group members, Board of Directors and Committee members).
  • Files and retrieves organizational documents, records and reports.
  • Serves as a liaison with other departments and vendors.
  • Performs other duties as assigned by the Chief Executive Officer or members of the Executive Team.
1. 5. Education and Experience

High school diploma/GED plus three to five years administrative and executive office experience.

  1. 6. Knowledge and Ability

• Proficient in Microsoft Office, Google Workspace, AV equipment and technology

• Requires excellent grammar and spelling,

• Good organizational skills

• Ability to manage multiple tasks, good time management skills,

• Ability to maintain quality work with regular interruptions throughout the day

• Data entry proficiency

• Ability to work well with people and make decisions in emergency situations

• Ability to maintain accurate records

• Ability to work as part of a team

• Ability to follow instructions and complete assignments

• Ability to assess client needs and well-being

• Knowledge of women's issues

• Extensive knowledge of software platforms

• Team player, trustworthy with confidential information, gracious and pleasant with others

Experience and Skills
Minimum Qualifications (Knowledge, Skills, and Abilities)
  • High School Diploma or GED
  • Three to five years of related experience
  • Able to pass background check
  • Able to exchange non-routine information using tact and persuasion as appropriate
  • Requires excellent grammar and spelling, good organizational skills and ability to manage multiple tasks, good time management skills, data entry proficiency, extensive knowledge of Microsoft Word (including mail merge), Excel, and Access, team player, trustworthy with confidential information, gracious and pleasant with others.
Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an 'at will' relationship.

Job Benefits
  • Health Insurance
  • Dental Insurance
  • Vision Insurance
  • Paid Holidays
  • 12 Vacation Paid Time Off
  • 12 Sick Paid Time Off
  • 1 Personal & 1 Floating Holiday Paid Time Off Day

About the Company

Y

YWCA North Central Indiana

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