Administrative Assistant

As an Administrative Assistant, you play a vital role in maintaining a well-organized and efficient office environment. You support daily office functions, provide administrative assistance, and serve as a liaison between internal departments, building staff, and external vendors. Your contributions help foster a welcoming workspace and a strong connection with the community.

POSITION DUTIES AND RESPONSIBILITIES

Office Management and Communication:

• Open the office each morning.

• Answer phone calls and check mail regularly.

• Process, scan, and distribute mail, coordinating review with Rebecca.

• Communicate with building owners on maintenance requests and other issues.

• Coordinate schedules, special needs, and supplies with the cleaning crew.

• Act as a liaison to other offices in the building, fostering positive relationships.

• Manage and store company laptops and electronic devices.

Administrative Support:

• Send out referrals and sign/service plans.

• Provide coverage for DSP’s/PC’s by overseeing PRS during internal meetings.

• Assist with mass communications with staff and respond to website contact forms.

• Enter and organize receipts and financial records for the CEO, and handle RFF entries.

• Provide departmental support with special projects and RFF processing.

• Store, distribute, and have PRS medication signed for by staff as needed.

Community Engagement:

• Attend monthly community meetings.

• Organize charity walks/runs and philanthropic engagement opportunities.

• Develop inter-agency relationships.

Onboarding and HR Support:

• Assist with onboarding processes, including background checks, application, and new hire paperwork, in coordination with HR and hiring managers.

• Schedule interviews, orientation days, and conduct office tours and benefits overviews.

• Support health insurance open enrollment and maintain employee files and I-9 compliance.

Additional Responsibilities:

• Shop for and order office supplies, handling approvals and ordering supplies for departments.

• Deliver checks, order bereavement flowers, and handle executive lunch orders.

• Accept and distribute PRS donations and assist with occasional van pickups.

• Retrieve physical paychecks bi-weekly and manage light office cleaning as needed.

• Maintain the IR spreadsheet and manage reporting, as trained by the IRSS Director.

• Serve as the point of contact for vendors, including ClearSpring Pharmacy and Clearly Colorado.

• Liaise with the printer company for toner refills, service, and lease renewals.

• Prepare and reset the conference room for meetings and manage booking requests for meeting spaces.

• Support the CEO, COO, and ED with tasks as requested.

• Maintain a clean and welcoming lobby area, oversee storeroom organization, and manage receipt of medications for houses.

SKILLS AND QUALIFICATIONS

• High school diploma or GED required; associate degree or relevant certification preferred.

• At least 2 years of experience in an administrative or office support role.

• Excellent verbal and written communication skills.

• Ability to interact professionally with internal staff, vendors, building personnel, and community partners.

• Strong organizational skills with attention to detail and accuracy.

• Ability to prioritize multiple tasks, meet deadlines, and manage time effectively.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.

• Familiarity with online ordering platforms (e.g., Amazon) and social media for light content management.

• Friendly and proactive approach to customer service, with the ability to handle inquiries and address issues promptly.

• Basic understanding of HR processes, including onboarding paperwork and I-9 form maintenance.

• Familiarity with confidential handling of employee files and adherence to privacy standards.

• Ability to handle unexpected situations and coordinate with building maintenance, vendors, and team members for resolution.

• Proactive in anticipating office needs and taking initiative to improve processes.

• Basic knowledge of event coordination, including scheduling and logistics for charity walks, fairs, and community outreach.

• Comfortable representing the company in community events.

• Experience in ordering, managing, and tracking office supplies and maintaining relationships with vendors for service requests.

PHYSICAL REQUIREMENTS

• Ability to open the office building each morning and perform light cleaning or organizational tasks as needed.

• Capability to lift and carry office supplies and materials up to 20 pounds.