Job responsibilities include:
§ Provide training on sexual assault and treatment issues as assigned to volunteers, staff, community and professional groups.
§ On-call back-up for weekend hotline coverage as needed.
§ Performs projects as directed by the Executive Director and the Director of Finance.
§ Oversees the efficient operations of the reception desk. Assist with reception duties by providing necessary coverage in absence of Administrative Assistants.
§ Manage client crisis situation by ushering client to secure environment and alerting counseling staff. Ensures that walk-in clients are handled in a professional manner.
§ Models quality customer satisfaction skills.
§ Secure all confidential information including funding and client information files.
§ Weekly, prepares checks for deposit.
§ Track, order and distribute materials and supplies to staff.
§ Monitor staff daily sign in book to ensure that all staff have signed in and out for workday.
§ Responsible for the daily review and organization of emails and phone calls for Executive Director.
§ Aid in scheduling of meeting for Executive Director and Directors as needed.
§ Type correspondence for Executive Director and management team members as assigned.
§ Maintain agency equipment, i.e. copier, fax machines. Call for maintenance as needed.
§ Daily, ensure that agency has been readied for operation. Tasks include check and replenish copiers and fax machines and forms.
§ Responsible to order literature for agency and maintain literature closet – as needed.
§ Support the processing of agency mailings.
§ Monthly, prepares and disseminates to the Executive Director and Finance Director, revenue received report.
§ Prepares routine correspondence to both internal and external sources.
§ Prepare Personnel manuals and new employee signature packets for Executive Director at the beginning of each fiscal year. Replenish as needed.
§ Daily coordination and collection of Personnel File needs, filing Personnel Documentation, and conducting Personnel documentation audits quarterly.
§ Conduct WOAR Staff Handbook orientation for all new staff.
§ Provides supervision and training to clerical staff and administrative interns.
§ Meetings with staff for supervision twice a month.
§ Provides support to agency staff in absence of Management Team.
§ Train clerical support staff, new staff and volunteers in Administrative procedures.
§ Provide trainings regarding office safety and procedures for agency personnel to include fire safety, emergency evacuation and OSHA regulations.
§ Identify development opportunities for Administrative staff and conduct trainings on administrative topics quarterly including costumer service skills, de-escalation skills, confidentiality, and professionalism.
§ Responsible to attend staff development.
§ In conjunction with Management team, coordinate and schedule appropriate trainings for agency personnel to ensure that staff maintains compliance with funding requirements. Training menu includes Red Cross, HIV, VOAD, DEI, and Sexual Violence/Assault topics.
§ Responsible for overseeing the scheduling of office space, group and meetings rooms to maintain smooth flow for agency staff, interns and volunteers.
§ Responsible for the organization and maintenance of all public and common areas in accordance with OSHA, Federal, state and local safety policies. Common areas include reception desk, resource rooms, exit areas, public rest areas, hallways, corridors, group and meeting areas, lunch room.
§ Responsible for contacting building services to rectify facilities issues including lighting, HVAC, electrical fixtures and outlets, plumbing issues, housekeeping issues and all other issues that affect the appearance, safety and cleanliness of facility.
§ Responsible to ensure that Labor Law posters are maintained with most current information and located in centrally located personnel areas.
§ Provide administrative support in fundraising efforts as needed.
§ In connection with Executive Director, plan agency annual meeting as needed.
§Bachelor’s Degree or combination of education and work experience will also be considered.
§ Must be a self-starter and possess excellent written and oral communication skills.
§ Must demonstrate consistent problem solving and analytical skills. Initiative and confidentiality a must.
§ Must work well independently and as member of a team.
§ Must work weekdays, evenings and weekends as necessary to fulfill funding targets.
§ Strong interpersonal, leadership and organization planning skills required. PA 33/34 certifiable and FBI certifiable.
§ Bi-lingual abilities a plus.