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Clerical Operations Specialist
2 months ago
Position Title: Administrative Assistant
Department: Administrative Services
Reports To: Accounts Manager
FLSA Status: Non-Exempt
Working Hours: 7:00 am to 3:00 pm, Monday to Friday
Position SummaryThe Administrative Assistant plays a vital role in ensuring the smooth operation of the organization. This position is responsible for a variety of administrative, clerical, and operational tasks that support the overall efficiency of the office.
Key Responsibilities- Manage and forward messages from voicemail to the appropriate team members.
- Handle incoming calls, assess the purpose of the call, and direct it to the relevant personnel.
- Provide information about the organization to callers, including directions and other pertinent details.
- Oversee the mail log and ensure timely distribution of mail to designated staff.
- Coordinate and facilitate monthly Board of Director meetings.
- Greet on-site visitors, ascertain their business, and notify the relevant staff.
- Assist with client account management and necessary documentation.
- Support the reconciliation process of bank accounts.
- Act as the primary contact for office supply needs.
- Maintain office equipment, including copiers and postage meters.
- Sort, log, and route incoming mail on a daily basis.
- Process check deposits regularly.
- Manage fax machines, assist users, and handle incoming faxes.
- Record and acknowledge contributions and payments for services.
- Prepare and print various documents, including memos and reports.
- Perform additional clerical tasks as required, such as filing and photocopying.
- Maintain responsibility for cash drawer and petty cash management.
- Assist with organizational mailouts.
- Keep vendor files organized and up to date.
- Create invoices using SAGE software.
- Input payment requisitions into the SAGE system.
- Assist with the completion of individuals' SSI and Food Stamp applications.
- Demonstrate punctuality and regular attendance as scheduled.
To excel in this role, candidates must effectively perform each essential duty. The qualifications outlined below represent the necessary knowledge, skills, and abilities required for this position. Reasonable accommodations may be made to enable individuals with disabilities to fulfill the essential functions.
Education and ExperienceA high school diploma or GED is required, along with a minimum of one year of experience in a receptionist or secretarial role.
