Administrative Assistant
Operations & Finance

Classification: Non-exempt/Full-time

Supervisor: Operations Manager

The Administrative Assistant supports a variety of administrative needs including front-desk reception, accounts payable and receivable processing, meeting planning, preparing and processing letters and forms, entering data, communicating appointment information with clients, and is the first point of contact for ABC House with the community, both in-person and on the telephone. This position supports basic facilities upkeep, from procurement to general maintenance.  This position receives general guidance on assignments, self-directs and prioritizes work with moderate input from supervisor. This position is also cross-trained to field basic community inquiries as needed.

PRINCIPLE RESPONSIBILITES INCLUDE BUT ARE NOT LIMITED TO:

Reception Duties

  • Warmly welcome clients and other visitors to the building.

  • Answer telephone calls in a professional and courteous manner, ascertaining the nature of calls and determining the staff member to whom the call should be directed.

  • Provide basic and accurate information in response to telephone and in-person inquiries from community members, and redirect more in-depth requests to other staff members as needed.

  • Ensure reception area is tidy, presentable and welcoming.

  • Maintain office security by following safety procedures and controlling visitor access as needed.

Administrative Duties

  • Collect, sort, and distribute mail/deliveries on a daily basis.

  • Schedule counseling appointments, including coordinating multiple calendars and data entry in online database.

  • Data entry for Community Education, Counseling, and other programs.

  • Perform other clerical duties, such as meeting minutes, correspondence, photocopying, faxing and filing.

  • Facilities support including water landscaping, basic upkeep and maintenance, supplies procurement, and vendor communication.

Accounts Receivable & Payable Duties

  • Input all payments received into QuickBooks.

  • Verify the accuracy of deposit with Finance Specialist.

  • Input all invoices and bills into QuickBooks.

  • Print checks weekly, organize documents for Executive Director to review and sign. Mail checks once signed.

Other Duties as Assigned

QUALIFICATIONS & EXPERIENCE

  • High school graduate or associates degree, and two years of experience as a receptionist, front office representative or similar role.

  • Warm, friendly personality and positive customer service attitude. Ability to maintain a calm demeanor, be resourceful, and be proactive when issues arise.

  • Proficiency in Spanish is strongly preferred.

  • Hands-on experience and strong comfort level with multi-line phone and voicemail systems.

  • Strong multitasking and time-management skills are essential, with the ability to prioritize tasks.

  • Proficiency in Microsoft Office suite.

  • Ability to successfully complete criminal background check and child abuse registry check.

  • Completed COVID-19 vaccination subject to accommodation.

ABC House is an equal opportunity employer committed to respectful, quality care to children and their non-offending family members from diverse racial, ethnic, religious, and non-traditional family forms.

ABC House is a drug-free workplace.

Under the provisions of the Immigration and Reform Act of 1986, the candidate will be required to provide evidence of identity and eligibility for employment.

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