Administrative Assistant

Job Description

Position Title:

Administrative Assistant

Position Status:
Full Time Non-Exempt

PAY STRUCTURE:
Salary Range ($)

REPORTS TO:

Divisional Directors, Director Senior Officers (Chief Executive Officer, Chief Operations Officer, and Chief Financial Officer)

Under the direction of the Senior Officers, the Administrative Assistant provides excellent customer service and administrative support to senior officers, department directors, and external consumers. Responsibilities include reception and clerical work, office supply management, oversight of the company’s social media accounts and content, and completion of special projects.

At 360 Community Services, the Administrative Assistant is often the first point of contact for visitors, clients, families, and vendors. The Administrative Assistant is also a key voice for the organization online. This full-time position requires:

• dependable attendance
• excellent written and verbal communication
• attention to detail
• exceptional organizational skills
• a professional appearance

• Oversees the company’s social media accounts. Plans, creates, and publishes regular daily and weekly posts that highlight programs, events, staff, community partnerships, and job openings.
• Maintains a content calendar to keep posting consistent and timely.
• Coordinates with department directors to gather photos, stories, announcements, and event information for posts.
• Reviews all content for accuracy, professionalism, and consistency with the organization’s brand and messaging.
• Follows the organization’s confidentiality and consent guidelines when posting any photos or information about clients, students, families, or staff.
• Monitors comments and messages on company accounts. Responds or routes them to the appropriate staff member in a timely manner.
• Assists with website updates and content oversight as assigned.

• Provides a courteous, welcoming environment for visitors, clients, families, and vendors. Answers and directs phone calls, delivers messages, and assists consumers or refers them to the appropriate staff member.
• Serves as point of contact for questions and concerns from visitors, family members, and staff.
• Creates and files documents, and designs filing systems as assigned. Prints, scans, and shreds documents as requested.
• Sorts and distributes incoming and outgoing mail, including trips to USPS, UPS, and Fed Ex. Maintains mailing supplies.
• Composes and edits letters, memos, reports, Excel spreadsheets, policies, and procedures as assigned.
• Manages the shared Conference Room calendar by entering meetings, communicating conflicts, and posting the weekly schedule.

• Maintains office and day center supply inventory by tracking, ordering, storing, and distributing supplies, including online and in-store purchasing.
• Maintains office equipment. Duties include arranging service calls, troubleshooting, and restocking paper, toner, and water stations.
• Orders business cards and other marketing materials as requested.
• Keeps the reception area, conference rooms, and training room neat and well stocked, including preparing coffee and refreshments.

• Completes special projects as assigned by the Chief Executive, Chief Operations, and Chief Financial Officers.
• Takes initiative to meet the needs of the organization.
• Performs other related duties as assigned or requested.

• Dependability:
  Completes assigned tasks on time with minimal supervision and takes ownership to see that the job gets done.
• Attendance and Punctuality:
  Arrives on time for work, assignments, and meetings, and notifies the supervisor in advance of any lateness or absence.
• Quality of Work:
  Produces accurate, high-quality work and uses time productively and efficiently.
• Attitude:
  Maintains a cooperative, positive, and professional attitude with coworkers, clients, and visitors.
• Confidentiality:
  Understands and consistently follows confidentiality laws and organizational procedures, both in the office and online.
• Communication:
  Communicates effectively in writing and in person, uses proper telephone etiquette, and interacts respectfully with clients, referral sources, and visitors.
• Conduct:
  Acts in a manner consistent with the organization’s code of ethics and dress code.
• Flexibility:
  Adapts well to changing situations and routines and handles emergencies calmly and professionally.