Administrative Assistant

Job description:
A stable, safe and decent home holds enormous possibilities for a low-income family striving to chart a more secure and hopeful future. But the residents Phoenix Family serves, like millions of low-income families across the U.S., need more than housing to build personal and financial assets and overcome barriers to success – they also require services where they live. That is where Phoenix Family comes in.
Our mission is easy:
Phoenix Family empowers people living in low-income housing communities with the on-site support they need to gain stability and achieve self-sufficiency.
How we fulfill our mission is more challenging. Poverty is a complex problem — and there is no one model —no one answer — that will fix all. The simple way would be to look at one part of the problem and then to try and solve that part. But that’s not what Phoenix Family does. We see each person as an individual and therefore the solutions must be personal and tailored to fit.
We're currently looking for an individual excited to join our team, commit to our mission, and work as an administrative assistant dedicated to supporting our team. Sound like a great fit for you already? Read on to get all the job description details you're looking for! To apply, please submit your resume and cover letter via e-mail to dmartin@phoenixfamily.org.
Position Title: Administrative Assistant
Reports to: President & CEO
Pay range: $46,000-$50,000/year
Responsibilities:
· Support the administrative team to ensure the success of our mission, goals and initiatives.
· Contribute to the positive office environment and company culture of Phoenix Family with an emphasis on an “all hands-on deck” team approach.
· Maintain and manage solicited and general phone calls on behalf of the organization.
· Greet and assist employees and visitors in a professional and courteous manner.
· Utilize best practices for records management and compliance of vendor accounts, billings, contracts for services and general office file management.
· Company-wide office equipment and supplies management, including phone systems, computers, company cell phones, copier/fax, mail and postage machine, ordering office related supplies, and coordination of all such vendor contracts.
· Act as a liaison between Board of Directors and President & CEO – plan and coordinate logistics for board meetings, recording minutes, distribution of meeting materials, and communications with board.
· Work with administrative team to improve upon company policy, procedure, and culture.
· Prepare log for cash and in-kind donations, prepare necessary check requests and submissions for reimbursements, and additional accounting assistance tasks.
· Maintain and manage employee reporting data, such as newsletters and calendars, safety checklists, and credit card statements.
· Complete annual state filing documents and submit them to state agencies.
· Manage calendars and schedule meetings for administrative team.
· Organize and coordinate training and travel reservations and confirmations for administrative team.
· Assist with tasks associated with facility management and vehicle insurance and license renewal.
· Perform general clerical duties including mailings and notarizing documents.
· Be a positive representative and advocate on behalf of the agency, directly working to promote the mission and values of the organization.
· Assist in procurement for special grants, projects, and site needs.
· Assist with event planning and setup for trainings, meetings and staff gatherings.
· Complete research for President & CEO and administrative team.
· Identify ways to improve processes and best serve employees and clients.
· Monitor security cameras, notify Community Improvement District officers of occurrences that require attention, ensure staff in the building are aware of changes in weather or surroundings, make sure lobby and common spaces are free of tripping hazards.
· Perform additional duties as requested.
Qualifications:
· High school diploma or equivalent, Bachelor’s degree preferred.
· Three years of experience in operations or general office management environment in similar role required.
· Excellent verbal and written communication skills.
· Excellent organizational skills with the ability to balance and prioritize multiple responsibilities concurrently.
· Ability to build strong working relationships and demonstrate excellent customer service to team members, board members, vendors, donors and all those connected to Phoenix Family.
· Ability to be self-motivated and work independently.
· Demonstrate creative problem-solving skills.
· Ability to lift up to 50lbs.
· Competency in a variety of computer applications, including word processing, databases and spreadsheets and ability to quickly learn new technology programs.
· Ability to relate to and work with diverse groups of people.
· Has reliable transportation, a valid and current driver’s license and auto insurance.
 
Phoenix Family is an Equal Opportunity Employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, gender expression, sexual orientation, religion, national origin, disability, genetic information, veteran status, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization.