Administrative Assistant

JOB TITLE: Administrative Assistant

DEPARTMENT: Administration

CLASSIFICATION: Full-time, nonexempt, hourly, “at-will”

REPORTS TO: Executive Assistant

The Administrative Assistant provides support to AVDA’s team by keeping supplies stocked, handling incoming calls and packages, coordinating volunteer assignments, assisting with agency events, administrative tasks, and assisting the team with special projects.

Work schedule: 40 hours per week; Mon - Fri 9am to 5pm.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

· Read and abide by the rules, policies and standards set forth in the Employee Personnel Policy Manual.

· Ensuring work performed complies with AVDA’s policies, IRS rulings, State Guidelines, and other governing regulations.

· Answer the agency phone and front door, directing incoming calls/messages and visitors appropriately, follow-up on donation calls. Coordinate front office coverage schedule with the Victim Advocate.

· Responsible for transferring mail to/from the post office, receiving packages, checking in supply orders, and distributing mail and supplies to departments.

· Receive program donations and coordinate with the Victim Advocate who will process the donations. Enter information on the in-kind donation log.

· Enter/update donor information into the donor database. Generate thank you letters for CEO signature. Maintain donor files and produce reports as requested.

· Schedule volunteers for assignments and coordinate with agency staff for volunteer placement.

· Assist the President & CEO and Executive Assistant with agency events.

· Inventory office and kitchen supply monthly and prepare order requests to replenish supplies.

· Assist the leadership team at meetings and with special projects. Compose the agency newsletter with input from the leadership team.

· Able to work in different environments and utilize effective time management skills.

· Promote an organizational culture that embraces workplace values of respect, caring, support, effective communication, teamwork, collaboration, accountability, and responsibility; and work with staff to create and maintain a workplace environment reflective of those values.

POSITION REQUIREMENTS:

· High School Diploma or equivalent and a minimum of 2 years of experience working in an office environment.

· Excellent verbal and written communication skills; exceptional customer service skills. Bilingual a plus.

· Intermediate use of Microsoft Suite. Donor Database system experience preferred.

· Ability to multi-task with a high level of organization and time-management skills.

· Domestic Violence Program Core Competency and privilege status obtained within the first 90 days.

· Reliable transportation, and if that is a personal vehicle, a valid driver’s license, and clean driving record for insurability.

SPECIAL REQUIREMENTS AND PHYSICAL DEMANDS:

· The ability to exert physical effort which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (up to 20 pounds), bending, stooping, stretching, squatting, sitting, including movement up and down stairs.

· Regular to frequent travel required in the Palm Beach County area.

To Apply: Email your resume and cover letter and indicate the position you are applying for in your cover letter as well as the language(s) you are fluent in. Please contact Human Resources at this email address in advance if you require accommodation to participate in the employment process. EOE/DFWP/E-VERIFY Fragrance Free Workplace

Pay: $20.00 - $22.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person