Administrative Assistant

HumanKind is a non-profit human services organization that has been serving children and families for more than 100 years. We offer programs and services that instill hope and equip people with the tools to build a strong foundation for life.

With an emphasis on inclusion, we help individuals and families who face any number of life’s challenges. Our programs cover everything from financial education to foster care, from early childhood resources to services for adults with developmental disabilities.

POSITION SUMMARY:

This position is responsible for greeting and assisting visitors, responding to online requests, answering incoming calls, and completing program intake processes for clients seeking services. The position is also responsible for scheduling of rooms within the facility, making general facility maintenance requests, and providing overall administrative support. Administrative Assistant must possess excellent customer service skills and good judgment, be able to handle sensitive and confidential information, work independently and relate to a broad range of clientele.

DUTIES AND RESPONSIBILITIES:

• Works independently and is the direct line of contact for clients.
• Determines client eligibility, processing, and verification of applicants, and reporting of statistical information.
• This is an important support position.
• Work is of a confidential nature performed under supervision, but requires the ability to effectively function independently, with flexibility, initiative, maturity, and decision-making within the framework of agency policy.
• Provide an excellent customer service experience.

• Coach and support clients through successfully completing online/telephone program intakes.
• Respond to inquiries and provide routine information about HumanKind’s program offerings.
• Maintain Ways to Work software database and assist with data for reports on applicants, loans, and collections.
• Track client assistance.
• Prepare monthly program statistics and reports.
• Process and complete all necessary paperwork related to client data for agency records including filing.
• Submit invoices for payment as requested.
• Process client payments received, process and record gift card transactions/pantry disbursements.
• Complete routine duties including forms and letters in accordance with agency expectations.
• Manage room reservation schedule and setup ensuring that meeting space and facilities are scheduled and setup appropriately for all meetings and events.
• Manage facilities including any items related to the cleaning staff, building maintenance, office equipment, accessibility, safety, and repair requests.
• Perform meeting setup and take down services for all committee and workshop meetings.
• Record minutes for all team meetings.
• Assist with the marketing of the program, including attending outreach, conducting informational presentations, sending letters, brochures, and other materials as needed.

KNOWLEDGE AND ABILITIES:

• Demonstrated knowledge and experience with standard office and clerical procedures, current office technology and computer programs/applications including Microsoft Suite, Excel, PowerPoint.
• Effectively communicate written and verbally to a diverse range of people.
• Work with and relate to a broad range of clientele.
• Ability to work effectively and respectfully in a team environment with a diverse group of coworkers and program staff.
• Maintain client information confidentiality.
• Ability to manage multiple projects and various deadlines simultaneously and meet all deadlines.
• Maintain good organizational and communication skills.
• Be attentive to detail and handle multiple priorities.
• Deal tactfully with clients and the general public and work with minimal supervision.
• Flex time around the needs of the program.

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent; Associate degree or beyond preferred
• One to two years of experience with program administration and office duties.
• Valid Driver's License and acceptable driving record.
• Complete, pass, and maintain all required background checks and drug tests.