Administrator – IT Division secretary - Fresh Solutions

Working under the supervision of the Executive Project Manager, the fulltime
Administrative Assistant oversees and manages all office procedures and other tasks as Assigned by the IT Manager. Salary is commensurate with experience.
Duties and Responsibilities:
1. Oversee all aspects of general office coordination.
2. Maintain office calendar to coordinate work flow and meetings.
3. Maintain confidentiality in all aspects of client, staff and agency information.
4. Monitor and assist with maintenance of the organization’s website.
5. Interact with clients, vendors and visitors.
6. Answer telephones and transfer to appropriate staff member.
7. Open, sort and distribute incoming correspondence, including faxes and email.
9. Prepare responses to correspondence containing routine inquiries.
10. Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing,
Mailing and filing.
11. File and retrieve organizational documents, records and reports.
12. Coordinate and maintain records for staff, office space, telephones.
13. Coordinate and direct office services, such as records & budget preparation.
14. Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, or other programs.
15. May conduct research, compile data and prepare papers for consideration and presentation to the Executive Director, staff and Board of Directors
16. Set up and coordinate meetings and conferences.
17. Prepare agendas and make arrangements for committee, Board or other meetings.
18. Interact with the organization’s Board of Directors.
19. Attend Board, committee meetings or other meetings as requested in order to record minutes.
20. Compile, transcribe and distribute minutes of meetings.
21. Make travel arrangements for staff, board and volunteers.
22. Collect and maintain inventory of office equipment and supplies.
23. Research, price and purchase office furniture, equipment and supplies.
24. Arrange for the repair and maintenance of office equipment.
25. Support staff in assigned project-based work.
26. May supervise volunteers and other support personnel.
27. Assists in special events, such as corporate social responsibility and/or other.
28. Assist with overall maintenance of the organization and its offices.
29. Other duties as assigned by Executive Project Manager.

Job Details

Preferred Candidate

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