This position is fully in office.
Basic Function or Position Summary:
Provide administrative support and tracing to Division Directors. Maintains orderly procedures for all matters pertaining to the Division Director. Coordinates and provides support to advisory board and/or community boards.
Position Responsibilities and Specific Duties:
- Assists Division Director to move Division forward through aggressive scheduling and compliance with agency management systems
- Responsible for bing fully informed of all services and activities with the Divisions or Service Area
- Manages the Division Directors' calendar and prepares for the upcoming meeting and/or events.
- Make all travel arrangements related to agency business for the Division.
- Handle all daily correspondence
- Aligns divisional operations calendar with agency operations calendar
- Prepare and distribute information including notices, reports, records, minute, memos, work orders, purchase orders, justifications, and vouchers.
- Maintain divisional tracking sheets including, but not limited to:
- Budget Tracking
- Management Tracking
- Regulatory Compliance
- Incident Tracking
- Staffing Tracking
- Purchase Orders
- Monitors tracking sheets for completion and communicates with Director as deadlines approach; reports to Director any and all aberrations
- Responsible to assist with Division's hiring process by tracking monitoring coordinating, interviews, communicating with HR, completing and compiling associated hiring paperwork.
- Maintain accurate and up to date files; keep binders and tracking sheers current
- Handle outgoing and incoming calls and take accurate messages
- Coordinate and provide support for divisional meetings including room set-up, reservations, food arrangements taking minutes accuracy
- Assists with checking TLO and mileage for accuracy
- Attend meetings as designated; take accurate minutes and disseminate
- Coordinator and provide support to coalitions, advisory board, and/or community boards associated with the Division Director; attend meetings, take accurate minutes and maintain related records
- Responsible for drafting post for social media from website from information provided by division managers/coordinators/staff; posts will be reviewed and approved by Division Director
- Serves as Receptionist backup on a limited basis
- Promotes agency mission
- Job performance incorporates integrated services delivery model while promoting self sufficiency
- Participates in the larger frame of the agency though committee structure, planning, policy development, and volunteerism
- Maintain strict confidentiality and complies with Code of Ethics
- Other duties as designated
Organizational Responsibilities:
Reporting, tracking and filing, scheduling
Meeting minutes
Committee assignments where needed
Assisting with administrative communications
Facilitate Divisional standards communications systems producers and communications etc.
Knowledge, Skills Required:
Associate Degree required; Bachelor's Degree preferred
2 years pervious experience performing administrative assistant duties or clerical functions
Strong computer skills; Excel proficient
Knowledge of Social Media and Website posts
Ability to compose accurate correspondence and communicate effectively with the public
Strong customer services, interpersonal, and team building skills
Excellent organizational written and verbal communication skills required
Flexibility
Ability to problem solve
Special Requirements:
Valid driver's licence with the ability to travel throughout the county, preferred
Ability to lift 50lbs
Must be able to provide consistent even tempered customer services at all times
Must be able to provide proof of COVID vaccine
Salary Range: $15.00 - $19.00
Company Description:Kindred Communications is boutique direct-hire placement headhunting firm with a focus on diversity and inclusion tech placement. We strive to diversify the workforce once placement at a time.