Division Administrative Assistant

We are looking for a Division Administrative Assistant with excellent verbal and written communication skills and an upbeat positive attitude. Candidates should be able to assist management and all visitors by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail and generally being a helpful and positive presence in the workplace.

To be successful with Call To Compassion, candidates should be professional and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistant must be Mac computer savvy, general IT knowledge, general office tasks, and excellent verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to meet the needs of others, take initiative and help decrease the load off of the Directors.

CTC is looking for someone to grow with the company and making this a long-term commitment. CTC leads an exceptional team of leaders and an ideal team player (hungry, humble, people-smart) is needed to complete the essential duties of the agency.

Administrative Assistant Responsibilities:

• Provide general administrative and clerical support including printing, mailing, scanning, scheduling.
• Maintain electronic and hard copy filing systems.
• Sort and distribute incoming correspondence.
• Perform data entry and phone, return messages and calls as needed.
• Electronically file documents and stay up to date with files.
• Coordinate training and prepare for meetings.
• Assist in resolving any administrative problems.
• Run the company's errands to the post office, various stores, etc.
• Order office supplies when needed.
• Update and maintain databases such as mailing lists, contact lists and client information.
• Type documents, reports, and correspondences.
• Answer calls from clients and families regarding their inquiries.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Schedule and coordinate meetings, appointments and travel arrangements for Directors.
• Monitor and maintain office supplies, client records, etc.
• Enforce documentation policies and procedures.
• Keeps the office looking clean and tidy: Vacuum offices that are locked each night, sanitize work spaces/desks, clean out the kitchen appliances: refrigerator and microwave,
• Set up the office every morning with starting the background music, open doors
• Send emails as asked.
• Answers phone calls.
• Receive all guests and direct them to the right person to serve them.
• Screen and Set up interviews for new employees.
• Help onboard new employees and families.
• Conduct QA tasks of documentation following policies and procedures.
• Other tasks as assigned.
• Assist with billing and any financial duties as needed.
• Assist with developing procedures and systems for efficiency.

Administrative Assistant Requirements:

• Prior administrative experience, 1-2 years of experience
• Excellent Mac computer skills, typing.
• Microsoft Office proficiency.
• People skills: outgoing, personable, friendly, professional.
• Attention to detail.
• Great planning and organizational skills.
• Desire to be proactive and create a positive experience for others.
• Ability to maintain a professional appearance and manner.
• Well developed verbal, listening, and written communication skills.
• Trustworthy and honest in working under minimal supervision.
• Knowledge of general bookkeeping, accounting and Human Resources skills

Job Type: Part-time

Pay: $ $20.00 per hour

Work Location: In person