Administrative Assistant - Afternoon Shift

Just need a few extra hours a week? We are looking for someone to work in our front office 11:30 am - 4:30 pm Shift

The Administrative Assistant will maintain a presence at front entrance for Evergreen Woods greeting all visitors to the office and assisting/directing them as appropriate. The Administrative Assistant will receive all calls coming in to the office and direct them as appropriate. The Administrative Assistant will serve as the point person for helping ensure smooth day to day operations of the facility by monitoring and sharing information with appropriate members of management. The Administrative Assistant will provide administrative support to UCP programs as assigned, including but not limited to programs housed in the Evergreen Woods location.

ESSENTIAL RESPONSIBILITIES

• Answering incoming calls (and faxes as assigned) and greeting visitors to the site.
• Identify visitors and vendors providing access as appropriate
• Notify classrooms of child arrivals through public transportation
• Ensure proper safety protocols are adhered to for all clients and visitors
• Maintain updated databases and distribute as necessary as assigned.
• Be the point person to distribute inner office mail within the site and between sites as assigned
• Maintain an inventory of office supplies for the building, and request replenishment as needed.
• Assist Executive Assistant with projects including tasks such as copying and distribution of Bridges curriculum and pictures.
• Monitor all bulletin boards in the administration area making updates to information as requested by the Executive Assistant.
• Keep waiting areas clean and neat.
• Complete monthly fire drills and maintain fire drill logs
• Maintain Emergency numbers log
• Maintain all equipment to include postage machine, copiers/fax machine.
• Mailing of all mail items from site staff at the end of each day applying postage as needed
• Maintain Bridges classroom attendance sheets and invoices.
• Assist in the collection and tracking of childcare payments.

REQUIRED QUALIFICATIONS

• Valid State of Maine driver license, reliable transportation with proof of registration and insurance, and willingness to use own transportation for work.
• High school diploma or GED.
• Two years’ experience in administrative work
• Advanced training in the general area of business with experience in administration.
• Computer and technology proficient including Word, Excel, and Outlook.
• Ability to operate all business machines including but not limited to computers, multi-line telephone system; calculator; typewriter; copier, scanner and fax machines.