Office Assistant/Receptionist

ILLINOIS COALITION AGAINST SEXUAL ASSAULT

SPRINGFIELD, ILLINOIS

Position Description for: Office Assistant/Receptionist

I. Title: Office Assistant/Receptionist

II. Reports To: Chief of Staff

III. Purpose: To answer phones, direct calls and greet guests,

provide administrative support to Chief of Staff and overall general office support

IV. Classification: Non-Exempt

PERFORMANCE RESPONSIBILITIES

1. Be the primary staff person responsible for answering telephone and directing calls to appropriate staff, greeting guests and maintaining the waiting area.

2. Provide administrative support to the Chief of Staff (including, but not limited to, typing, copying, returning phone calls, etc.).

3. Coordinate work of Program Committee, Regional Preventionist, Regional Counselor, Illinois Sexual Violence Prevention Task Force, and other meetings as assigned. Prepare agendas, prepare and send electronic meeting invitations, reserve meeting space, prepare and send meeting materials, edit meeting minutes and maintain files.

4. Maintain weekly inventory of all office supplies and order additional supplies as needed. Confirm accuracy of shipments. Stock supply cabinet and keep it organized.

5. Maintain information needed at the reception desk to enable receptionist and others on duty to respond to general requests for information and assistance. This includes, but is not limited to: center lists, phone numbers, phone instructions, calendar of meetings at ICASA office, etc. Update and distribute to staff as needed.

6. Assist with updating ICASA’s website and virtual platform, posting relevant information to the ICASA Listserv and other electronic/social media platforms or outlets, as directed.

7. Create and email invitations and coordinate RSVPs for ICASA webinars using the Cvent registration platform.

8. Assist with posting material to ICASA’s virtual education system.

9. Create and coordinate invites and materials for Rape Prevention Education (RPE) Training event with the Prevention Coordinator.

10. Assist Fiscal team with record keeping, scanning and filing as needed.

11. Assist Legal team with material preparation for Illinois legislative session, Regional Advocate meetings and other events as needed.

12. Assist Training team with material preparation pre- and post-training events.

13. Process requests for brochures/resources and ship materials to centers/allies. Maintain brochure and shipping room inventory.

14. Open and route office mail.

15. Maintain fax machine as needed. Distribute incoming faxes to appropriate staff.

16. Order flowers and purchase cards for center-related events.

17. Assist other staff with projects, as needed.

18. Perform other duties as may be necessary or assigned by the Chief of Staff or Chief Executive Officer.

19. Adhere to the philosophy and policies of the Illinois Coalition Against Sexual Assault.

QUALIFICATIONS

• Education: Have a minimum of a high school diploma.
• Experience: Have minimum of 2 years experience in typing and general office practices. Have a minimum of 1-year experience in computer operations.
• Job Knowledge: Good computer skills with experience in Microsoft Office products and comfortable learning new software.
• Familiarity with sexual assault issues from a feminist perspective.
• Other Requirements: The accepted candidate will be expected to complete portions of ICASA’s 40-hour training requirement. Ability to travel; have own means of transportation.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person