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administrative assistant

JOB TITLE: Administrative Assistant 

DEPARTMENT: Administration

FLSA: Full-Time; Non-Exempt

DURATION: Open until 10/20/2019

HIRING RANGE: $10.00/hour to $12.00/hour

 

POSITION PURPOSE:

The Administrative Assistant (Temp) assists the Director of Administration in maintaining programs and completing tasks of the department. Performs advanced administrative duties such as assisting with writing grants, drafting newsletters and other forms of print communication, proofreading, attending meetings, taking minutes, answering phones and providing exceptional customer service. The Administrative Assistant will also assist other departments within the organization as well as provide support to community partners as directed.


Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. All applications will be reviewed and those deemed most qualified will be contacted for interview.  Please do not call the Human Resources Office to check the status of an application. Jobs will be open a maximum of 30 days from initial posting.


ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Serve as first point of contact for OIC customers at the front desk and on the phone.

  • Create and/or assist with the drafting, preparation, and proofreading of grants, newsletters, flyers, letters, PowerPoint presentations, emails and other documents and forms of print communication.

  • Provide excellent customer service support to walk-in, internet and telephone customers (includes answering questions, giving directions, directing public to community partners and services, etc.).

  • Attend meetings for the Director of Administration as required.

  • Manage mailbox for President & CEO and Director of Administration. 

  • Take minutes at Board meetings, committee meetings, etc. 

  • Provide assistance and support to OIC’s community partners which may include making copies, drafting communications and documents, mailing information, creating presentations, and other special projects.

  • Label, maintain, and manage records and files in a timely and organized manner.

  • Manage travel arrangements which includes making hotel, plane, and other reservations, as well as processing check requests for per diem and mileage.

  • Provide assistance and support to executive management and other designated staff/departments in administrative tasks and special projects as directed.

  • Maintain record of daily tasks and activities and prepare monthly report.

  • Create, send, and pick up business cards and name badges for OIC staff as needed

  • Regularly update bulletin boards.

  • Meter, deliver, and pick up OIC mail

  • Manage booking and rental of facilities (auditorium and rooms) which includes maintaining calendar, completing rental contracts, and coordinating with maintenance/support services.

  • Assist with opening and closing facilities.

  • Attend and assist with set up for OIC community events and meetings.

  • Other duties as assigned.

QUALIFICATIONS

Four-year college degree in Business Administration or related field of study preferred. Experience can be considered in lieu of education.

REQUIRED KNOWLEDGE:  Must be fully computer literate, experienced and fully competent in Microsoft Office programs (Word, Excel and PowerPoint); must be able to provide exceptional customer service; strong writing and proofreading abilities; must be flexible regarding work schedule. 

Discretion and confidentiality are of the utmost importance in this position.

SKILLS/ABILITIES: Strong analytical skills, excellent oral and written communication skills, strong customer service and interpersonal skills, must be detail oriented and well organized, must know how to prioritize work and multitask, must be resourceful and a self-starter, must exhibit a professional appearance and demeanor at all times, must possess a positive attitude and an energetic disposition.


Equal Opportunity Employer

OIC, Inc. is an equal opportunity employer.  OIC, Inc. offers equal opportunities to applicants and employees and makes all employment-related decisions based exclusively on job-related qualifications, without regard to characteristics such as race, color, national origin, religion, gender, age, marital status, disability, veteran status, citizenship status, sexual orientation, gender identity, political affiliation and/or any other status protected by law.

Diversity Statement

OIC, Inc. is committed to valuing all people throughout our organization, regardless of background, lifestyle, and culture. A diverse and inclusive work environment for staff and culturally appropriate care for our patients, are essential to fulfilling OIC, Inc.’s vision and goals.

Thank you for your interest in employment with OIC, Inc.

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