Administrative Office Specialist

4 weeks ago

Oklahoma City, United States Mental Health Association of Oklahoma Full time
Job DescriptionJob Description

Be the Heart of Our Oklahoma City Office


The Mental Health Association Oklahoma (MHAOK) is searching for an enthusiastic and organized Administrative Support Specialist to join our team You'll be the first impression for visitors and a vital source of support for our staff. Your friendly and professional demeanor will ensure a smooth operation in our Oklahoma City office.

The Administrative Support Specialist for the Mental Health Association Oklahoma based in Oklahoma City performs a wide range of duties in support of the overall operations of the administrative office. The key function of the Administrative Support Specialist is to receive visitors and respond to their needs. In addition, the Administrative Support Specialist provides critical office support to Walker Avenue staff and volunteers, including but not limited to, coordination and set-up of technology for meetings, traditional and e-mail communication management, office supplies management, serve as backup for main line phone operations, filing, managing meeting room reservations and meeting needs, managing equipment needs, and opening and closing of the office as appropriate. The above activities must be performed with friendliness, poise, and flexibility at all times.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  • Ensures that the office is open and ready for business at 8:30 am, including unlocking of front and back doors, Lights turned on, coffee maker started, reception area and conference rooms tidy, postage meter set, and building thermostats set.
  • Secure the building at 5:00 pm, ensuring that front and back doors are locked, coffee maker turned off, and appropriate lighting and thermostats set.
  • Responsible for all communications through the postal services at the office, including opening of mail, FedEx, and UPS deliveries.
  • With direction from Human Resources Department, assist with onboarding and off-boarding processes as needed.
  • Ensures that customers, vendors, and other guests are greeted promptly and treated courteously.
  • Ensures conference room is organized and ready for meetings with community partners, board members, or committee members, including having water and coffee available for meeting attendees, and any required technology is set-up and working.
  • Ensures that the business phone is answered in a timely and professional manner and ensures that callers are appropriately connected with staff serving the caller’s request or need.
  • Coordinates with Tulsa staff to ensure needed agendas or meeting materials are printed for board and committee meetings.
  • Trains appropriate staff in the operations of phone system, basic computer usage, photocopier, fax, e-mail, or other office equipment operations as needed.
  • Opens, sorts, and distributes incoming mail/faxes on a daily basis to appropriate staff, including the identification of important mail that has serious implications for other staff or the organization, identifying critical dates and mail with financial implications.
  • Does regular deposits to the bank.
  • Ensures that outgoing mail and faxes are sent in a timely and appropriate manner.
  • Provides assistance to assigned staff in the management and organization of their offices, including consulting, and assisting staff in the management of paperwork in a timely and efficient manner.
  • If assigned, shifts duties and responsibilities for short periods of time to assist staff or other departments with special events, duties, or activities as needed.
  • Demonstrates courteous and effective communication skills with staff, board members, volunteers, and general public at all times.
  • Provides assistance in setting up technology for meetings using video conferencing capability with Tulsa office locations.
  • Coordinates with staff to submit monthly office supply orders.
  • Maintains inventory of rack cards, brochures and give away items.
  • Coordinates scheduling of the OKC exhibit booth and assists with the preparation of related materials for use at events.
  • Staff at the OKC exhibit booth at events as needed.
  • Coordinates with staff to oversee reservations of main conference room and office meeting room/
  • Coordinates with staff to oversee reservation of office car.
  • Coordinates and tracks vehicle maintenance and service of Oklahoma City-based vehicles. Communicates any needs or building issues to landlord.
  • Communicates any needs or updates to cleaning staff.
  • Coordinates supply of keys to the office, making copies when necessary, and recording who has keys to the office.
  • Manages the United Way of Central Oklahoma partner-agency fundraising campaign.

KNOWLEDGE, SKILLS & ABILITIES:

  • Associate degree required, bachelor’s degree preferred or equivalent administrative support experience.
  • Skill in use of telephone, computers, and general office machines.
  • Skill in Microsoft computer applications and facility in learning new software applications.
  • Skill in managing tasks for a variety of people in a busy office setting.
  • Ability to communicate effectively both verbally and in writing.
  • Warm and friendly demeanor and ability to present as the representative of the office in a professional and knowledgeable manner.
  • Other duties as assigned.


WORK CONDITIONS & PHYSICAL DEMANDS:

  • Work is performed in climate-controlled office setting, where exposure to conditions of extreme heat/cold, poor ventilation, fumes and gases is unlikely.
  • Noise level is moderate and includes sounds of normal office equipment (printers, fax machine, phones, etc.)
  • No environmental hazards are encountered in normal performance of job duties.
  • Work requires a flexible work schedule due to internal and external meetings. Occasional travel may be required; must have reliable transportation.
  • Physical ability to move 25 pounds on occasion.
  • Visual and auditory ability to identify and respond to environmental and other hazards of the site and staff behavior.
  • Physical mobility and endurance to perform tasks while standing/walking for long periods of time (60 minutes or more).
  • Ability to safely and properly use office equipment.
  • Work normally requires finger dexterity and eye-hand coordination to operate computer keyboard.
  • Work utilizes hearing and speech in order to converse clearly with others.

Monday - Friday
8:30am - 5:00pm

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