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ADMINISTRATIVE ASSISTANT
ADMINISTRATIVE ASSISTANTPartnership With Native Americans • Phoenix, AZ, United States
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ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT

Partnership With Native Americans • Phoenix, AZ, United States
[job_card.variable_days_ago]
[job_preview.job_type]
  • [job_card.full_time]
[job_card.job_description]

Essential Functions :

  • Ensure effective and regular communication with your supervisor(s). Report problems and issues appropriately, providing timely feedback on challenges that prevent accomplishing goals.
  • Handle all incoming calls professionally and take thorough and accurate messages and route to appropriate individuals in a timely manner.
  • Sort and distribute company mail. Handle UPS, FedEx, USPS accounts and file receipts. Prepare outgoing mail to Texas office weekly.
  • Maintain professional relationships with program partners and vendors, answering questions and providing them with needed information.
  • Establish and maintain electronic files for all program documents. Post as necessary.
  • Update, maintain, and ensure accuracy of all office databases and files including program partner and vendor information.
  • Collect and compile program data from requests and reports monthly. Ensure the accuracy of the data collected. Provide data to the Manager for interpretation and reporting.
  • Upgrade and maintain the paper filing system in the office.
  • Manage the flow of paper request and report forms in the office. Route documents to the appropriate staff and ensure essential documents do not get lost.
  • Attend and take minutes during staff meetings. Provide minutes to staff in timely manner. (Post on SharePoint in a timely manner.)
  • When asked, assist and coordinate staff travel plans. Research and negotiate prices on hotel and meeting rooms. Provide confirmation information to staff.
  • Provide financial reports, invoices, and bills to finance on a daily, weekly, and monthly basis. Request checks from finance as needed. (i.e. petty cash, ordering office supplies, etc.)
  • Update office and program activity calendar. Remain knowledgeable of all office events, travel schedules, deliveries, etc.

Monthly Responsibilities :

  • Ensure all data is accurately entered into Acumatica at the end of the month so reports can be run.
  • Pass reports and receipts to Operations Manager for payments

    • Material Services Responsibilities

  • Record all incoming requests and reports, make copies and give to the appropriate person.
  • Record all requests on the activity log, faxes and report tabs.
  • Record new program partners on the program partner and profile tab.
  • Fax request forms to program partners when requested by shipping coordinators.
  • Maintain volunteer database for in-house and field volunteer information, addresses, phone numbers, etc.
  • Distribute electronic program partner newsletter

    • Requirements

    Secondary Functions :

  • Run errands and complete miscellaneous duties and assignments as needed.
  • Ensure that copies of program document packets are available for drivers to deliver to partners.
  • Provide photos, stories, releases, etc. collected from program staff to Program Development Content Coordinator (PDCC).
  • Maintain supply of program partner information packets with Partnership Development Coordinator (PDC).
  • Support Long Term Solutions staff as needed.
  • Other duties as assigned.

    • Work Conditions :

  • Hours : Monday-Thursday 6 : 00 AM-4 : 30 PM (30-minute lunch)
  • Some overtime may be necessary to complete tasks.
  • Some travel outside the region may be required.

    • Job Scope :

  • Follows fairly routine and established practices and procedures. Duties are performed with limited supervision after specific directions given.
  • Non-routine and moderately complex situations require good judgment and effective response.
  • High level of confidentiality must be maintained in accordance with policy and procedure.
  • Continuous communication with vendors, other offices, and program partners.

    • Job Skills

  • Detail oriented and highly organized
  • Excellent Customer Service abilities
  • Intermediate to advance experience in all MS Office products
  • Experience setting up office information (filing) systems
  • Valid driver's license and good driving record

    • Education / Experience

  • High School Degree - college degree preferred
  • 4 years previous administrative responsibilities preferred
  • Must be able to read, write, speak and understand English

    • Salary Description

    $16.57-$20.71

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