Overview
The Administrative Assistant is responsible for providing receptionist services and performing administrative duties for the IRC Arizona offices.
Key Responsibilities
- Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department.
- Manage flow of visitors during peak periods.
- Answer and direct incoming telephone calls, take messages, and answer basic questions.
- Assist with safety and security measures.
- Order and maintain stock of needed office supplies, review inventory, and monitor prices.
- Maintain office equipment in good working order and arrange for maintenance and repair.
- Maintain donations inventory.
- Make ID badges and maintain office photo lists.
- Liaise with building super on maintenance concerns and monitor ongoing required maintenance.
- Liaise with cleaning company on daily service.
- Serve as first point of contact for IT issues, maintain familiarity with servers, network router, and other system equipment.
- Monitor telephone system, update voice mail and extensions, and maintain office phone list.
- Ensure new staff and interns have access to ID cards, swipe cards and office keys.
- Coordinate calendaring and use of shared spaces.
- Receive and distribute mail.
- Process outgoing mail and deposit in mailbox daily.
- Maintain physical and digital personnel files, documents, and information.
- Comply with agency policies and protocol.
- Other tasks and projects as directed by supervisor.
Required Experience
Demonstrated proficiency with Microsoft Office programs including Excel, Word and Outlook. Must be well-organized, reliable, professional, detail oriented and flexible. Desire to work as a team member and in a multicultural workplace.
Qualifications
High school diploma required; some university education preferred. Must have a valid driver’s license, active insurance policy and access to reliable transportation. In accordance with state Law, must possess or be eligible to receive a fingerprint clearance card.
