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Administrative Assistant
2 months ago
Are you looking for a part time position? We are seeking a dedicated administrative assistant to work 5 hours a day, Monday - Friday. The Administrative Assistant provides general administrative support to the staff at their site and supervisors, and coordinates incoming invoices and
bills, and other functions for the site with CoC operations staff.
ESSENTIAL DUTIES and PRIMARY RESPONSIBILITIES
● Provide direct administrative assistance to the VP of Programs, Director of PAL, and other
program staff on the CH campus as needed.
● Answer, screen, and route incoming telephone calls; change greeting on phone as needed
● Welcome visitors, and coordinate with other staff to meet the visitor’s needs
● Assist staff with special projects and events
● Process income, and outgoing mail, including opening, and routing mail
● Process and maintain receipts, disbursements, and incoming invoices; scan and email
to Accounts Payable or Bill.com for Children’s Home (CH) and Flying M campus
● Record and maintain training records for all staff on campus
● Assist with volunteers, processing campus volunteer paperwork
● Submit client photos and stories to the Development team
● Inventory and order office supplies for office personnel
● Travel locally and regionally as needed for meetings
● Provide transportation for PAL clients and give new client Tahlequah tour as needed during
business hours
● Scan, shred, and upload documentation in Extended Reach for programs on site
● Assist with setting up PAL classes, meetings, and activities
● Process and track PAL student rent and savings accounts payments, send reminder email
● Maintaining reservation smartsheet for CoC campuses
● Maintain information campus workbook weekly
● Coordinate/maintain break room and building cleaning
● Perform all other duties as assigned
SKILLS and ABILITIES
● Present exceptional customer service with high expectations for quality of service
● Ability to communicate thoughts and concerns clearly, both orally and in written form
● Must exercise discretion and maintain confidentiality
● Tolerance to work under adverse conditions
● Open to learning and willing to use new skills and information; receptive to constructive
criticism
● Work independently, and as a team member, without constant supervision
● Maintain willingness to work flexible hours in order to meet the needs of the agency
● Organized and detailed
● Ability to use standard office equipment
● Proficient in Microsoft Word, Excel, Adobe with the ability to learn additional software
● Capable of lifting heavy objects of up to 20 pounds
● Ability to walk up and down stairs
● Desire to work in a social service setting
● Become familiar with all of Circle of Care programs and facilities
● Committed to the mission of Circle of Care
MINIMUM QUALIFICATIONS
● Must be at least 21 years of age
● Education: Associate Degree or higher preferred with a minimum of 2 years of office
administration experience.
● Pass a thorough background check, Department of Transportation check, preemployment
physical, drug test as required by Department of Human Services
● Possess a valid Oklahoma driver’s license and a good driving record
