Administrative Assistant Non-Exempt

JOB TITLE

Administrative Assistant Full-time, Non-Exempt

RECOVER Project

The RECOVER Project Administrative Assistant will support the RECOVER Project staff team and peer members with general office duties, record keeping, event planning support, marketing. This position requires a candidate to have personal lived experience with substance use recovery.

The Administrative Assistant will work independently as well as part of a team to meet deadlines, be highly skilled in the use of computers and social media platforms, detail oriented, organized, and accepts direction while also working autonomously.

• Provide administrative support to Assistant Director and Program Director
  • Word docs, filing, excel spreadsheets, phone calls, training registration, staff meeting minutes, etc.
• Coordinate and support Staff Members and RP Peers with special functions
  • Monthly Cleaning Day, Annual Volunteer Recognition Night, BSAS meetings, and other one-time functions
  • Support creating and maintaining a special function schematic.
  • Support phone calls, ordering supplies, flyers, advertising, etc.
• Develop and provide systems organization and Standard Operational Procedures (SOP) for administrative tasks such as
  • Ordering supplies
  • Communication
  • Phones
  • Other administrative tasks
• Update and maintain the phone system
  • Provide training to staff on phone system.
  • Update phone greetings as necessary.
  • Check messages left on the main mailbox and forward to appropriate staff.
  • Create and update as needed SOP for phones.

• Maintain Recovery Coach hours and activity tracking
  • Data enter all RC hours and activity hours to the spreadsheet on a weekly basis.
  • Organize and update tracking system as program grows.
• Create systems and assist with other data entry, tracking, and reporting for new grants.

• Responsible for inventory and ordering of all supplies for the program and office needs.
• Organize all storage spaces (resources, materials, supply cabinets, etc.)
• Point person for maintenance and IT needs for the program.
  • Communicating, via email and cc Director, with Consortium Operations Director and Landlord as needed and ensure compliance of lease and funding contract.
  • Coordinating winter snow/ice removal
  • Coordinating trash and recycling and removal of large items
  • Maintain maintenance request list and coordinate work as necessary including floor, rugs and furniture cleaning.
• Maintain inventory of gas cards and bus passes to ensure appropriate inventory and maintain logs for both.
• Coordinate large operations tasks, moving furniture, storage space cleanouts, as needed.
• Maintain comprehensive inventory of all keys including key sign-off forms and spreadsheets.
• Coordination and communication with all outside groups/meetings/events that rent/use The RECOVER Project space after hours.
  • Maintain good record keeping of:
    • Room Use Requests
    • Room Use Agreements
    • Key Agreements

• Strong collaboration skills
• Excellent interpersonal skills
• Lived experience with substance use recovery preferred
• Demonstrated understanding of and commitment to values of social justice and anti-oppression
• Understanding of creating conditions for trauma informed engagement
• Excellent organizational skills.
• Must be competent in the use of computers, including email and internet, Office 365, Microsoft Word, Excel, and Access and social media platforms.
• Able to prioritize and work efficiently in a fast-paced environment.

Assistant Director

Must have reliable transportation and ability to work flexible schedule.

Job descriptions are reviewed annually together with the Program Director and employee. Changes/updates to job descriptions will occur during the annual review. All employees are required to sign their job description annually. It will be submitted to HR and become a part of their employee file.

Staff Signature: ________________________________

Date: ________________________________