Sr. Administrative Assistant

3 weeks ago

Miami, United States Lutheran Services Florida Full time

Lutheran Services Florida (LSF) envisions a world where children are safe, families are strong, and communities are vibrant.

LSF is looking for a talented Sr. Administrative Assistant who wants to make an impact in the lives of others.

Purpose and Impact:

To serve as a key liaison working with funders, vendors, staff, volunteers, and other professionals, to further the LSF mission and vision. And, to provide administrative support to the Director for Miami Dade Resettlement and Resettlement Programs. 

Essential Functions: 

Administrative 

  • Makes arrangements for meetings and assures preparation of materials and schedules, which includes arranging, planning and coordination of Resettlement Services conferences/materials as well as logistics. 
  • Manages and maintains schedules/calendars. 
  • Arranges conference calls to include essential  
  • Coordinate phone call appointments/tours. 
  • Reconcile monthly credit card statements for Match Grant, Save Release and Refugee Employment Programs. 
  • Handle travel arrangements including coordination of flights, accommodations and car rentals if applicable. 
  • Provide hands on leadership in areas of office machinery and office automation, supply management, postage/overnight mail and office logistics. 

Programmatic 

  • Performs general clerical duties to include, but not limited to, copying, faxing, mailing and  
  • Maintains the voicemail system. Orient new employees with the voicemail and phone system and ensures their voicemail box is updated and their voicemail 
  • Process incoming mail by separating, opening, date stamping and distributing to recipients. Meter outgoing mail and deliver to the post  
  • Report equipment problems to  
  • Generates monthly fiscal  
  • Orders supplies and printing  
  • Maintains an efficient filing system and keep control of the outside storages. 
  • Prepares and maintains the program's inventory. 
  • Assists with the preparation of the monthly URS, DCF and LSF  
  • Reviews all correspondence and distribute to assigned  
  • Takes & prepares minutes for staff  
  • Takes telephone messages for the staff when they are  
  • Works on special projects with minimum  

Other Functions: 

  • Other duties as assigned 

Physical Requirements: 

  • Ability to operate a personal computer and able to write and speak on the telephone. Ability to sit for long periods of time. 

Education: 

  • High School diploma or GED Bachelor's degree preferred. 

Experience: 

  • Five plus years of office administration experience. 

Skills: 

  • Extremely well organized. Proven ability to work cooperatively with a variety of  Excellent oral and written communication skills. Good problem solving and time management skills are required. Must be a self­ starter and results oriented. 
  • Ability to compose written correspondence. Excellent telephone communication skills. Ability to multi-tas  

Principle Accountabilities: 

  • Administrative support to the Statewide Director for  
  • Accurate, complete and timely submission of  
  • Efficient and cost-effective arrangement of meetings and  
  • Organized, complete and accurate departmental  
  • Effective working relationships with vendors. 
  • Team player with co-workers, staff and prospective employers 
  • Trustworthy and dependable 
  • Adheres to LSF's policies and procedures 

Other: 

  • Must demonstrate sensitivity to our service population’s cultural and socioeconomic characteristics and needs. 

Why work for LSF?

LSF offers 60 programs across the state of Florida serving a wide range of populations in need. Mission Driven staff members become part of the LSF community while transforming the lives of those in need. Our staff additionally find growth opportunities as they explore areas of interest within the organization.  

Amazing benefits package including: 

Medical, Dental and Vision
Teladoc (24/7 online access to doctors)
Employee Assistance Program (EAP)
Employer paid life insurance (1X salary)
13 paid holidays + 1 floating holiday
Generous PTO policy (starting at 16 working days a year)
403(b) Retirement plan with 3% discretionary employer match OR 3% student loan repayment reimbursement
Tuition reimbursement

Lutheran Services Florida embraces diversity, equity and inclusion in all business practices. LSF is proud to be an equal opportunity employer.

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