Administrative Assistant
The Administrative Assistant is responsible for completing the daily operations of the office including answering a multi-line phone system, greeting guests, completing internal and external errands, as well as assisting with various administrative tasks. This position works alongside another administrative assistant.
MINIMUM QUALIFICATIONS: High school or general education degree (GED). Two years of relevant experience in an office environment and a strong working knowledge of Microsoft Office programs is required. An associate degree/diploma in office assistant or administrative professional and experience handling multiple phone lines is preferred. Must possess and maintain a valid driver’s license, have access to personal transportation and be willing to complete agency errands when needed.
COMPENSATION: $17.84-$21.40 per hour based on education and experience. 3% increase after successful completion of six-month probationary period with potential annual merit increases thereafter. Benefits include a generous leave package including annual leave, sick leave, and personal days; 11 paid holidays; health, dental, vision, and life insurance; 403b with employer match; and potential eligibility for federal student loan forgiveness. CVIC participates in the ND Working Parents Childcare Relief program.
SUPERVISED BY: Business Manager
CLASSIFICATION: Non-Exempt
RESPONSIBILITIES:
Customer Service: Reception & Administration
* Welcome clients, vendors, donors and other office visitors, answer questions, direct them appropriately and notify staff when someone arrives for appointments.
* Answer an eight-line telephone system (including a crisis-line) and direct phone calls to appropriate staff in a personable, professional, and polite manner.
* Provide excellent customer service to all stakeholders.
* Accept incoming deliveries and mail, sort and distribute to employees and manage outgoing mail by dropping it off at the post office at the end of each workday.
* Assist staff with any administrative tasks including typing, copying, faxing, preparing miscellaneous files for staff, and maintaining applicable records and spreadsheets.
* Perform the daily opening and closing duties of the office. Keep the reception area clean and presentable.
* Record incoming donations as they are accepted and complete appropriate paperwork.
* Complete daily remote bank deposits.
* Drop off cash bank deposits and other agency errands on a weekly basis.
* Schedule meetings and send calendar invites through Outlook, assist with creation of and distribution of agendas and materials, if needed.
Building Maintenance
* Manage and maintain the fire alarm systems, conduct drills, and related fire/sprinkler inspections.
* Monitor general wear and tear of the agency’s assets.
* Coordinate appointments for annual inspections, repairs and maintenance of HVAC, plumbing, electrical, elevator/lift, custodial, and general labor vendors.
* May perform simple maintenance tasks such as changing light bulbs, touch up painting, etc.
Office Supplies and Supplies Inventory
* Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies and completing payment authorization forms.
* Direct and monitor office supplies orders to achieve optimal inventory level.
* Distribute supplies as needed to other locations.
Confidentiality & Other Duties as Assigned
* Practice confidentiality over client, employee, and agency information.
* Perform other duties as assigned.
Be life changing with us. Apply today by submitting a cover letter, resume and completing the employment application at https://cvic.bamboohr.com/jobs/. Contact Kristina Stepps, Director of Human Resources at kristinas@cviconline.org with any questions.
APPLICATION DEADLINE: Applications accepted until the position is filled.
CVIC is an equal opportunity employer including disability/veterans.