Administrative Assistant - Operations - Lutheran Social Services of the Southwest
Phoenix, AZ
About the Job
Lutheran Social Services of the Southwest is a non-profit organization with Corporate Offices in Phoenix and Tucson and additional offices throughout Arizona.
Lutheran Social Services of the Southwest administers programs and services to help build collaborative Community Partnerships and strengthen individuals, families, and communities.
Working for our organization is a positive, challenging and rewarding experience with opportunities for personal and professional development.
| Exempt: Non-exempt | Base Wage: $17.00-$21.00 per hour DOE |
| Reports to: Operations Manager | Department: Administration |
| Program: Operations | Location: Phoenix, Arizona |
| Position Type: Regular | Date Reviewed: March 2024 |
General Description:
Under the general direction of and in coordination with the Operations Manager, the Administrative Assistant/Receptionist operates as a generalist to meet the administrative needs of the agency. This position answers the main phone line, greets guests and assists in a variety of functions, including ordering supplies for the Office, assisting with setting appointments, scheduling conference rooms and other activities that help maintain office flow.
Essential Duties and Responsibilities include the following:
| WEIGHT | DESCRIPTION |
| 20 | Welcomes guests to the office by greeting them in person or on the phone and directing inquiries or taking messages, as needed. Always present a professional attitude and appearance. Assists Refugee/Immigration clients and directs them to their Case Manager. Must be able to use a "Resource Directory" to help direct callers for "other needs" that LSS-SW does not serve. Update Resource Directory on a Quarterly basis. |
| 20 | Assists in scheduling shared agency vehicles for staff, assists in scheduling rental vehicles when needed, and works with staff to maintain shared vehicles. Conducts in-person Vehicle Training for Authorized drivers in Phoenix Office. Assist in scheduling vehicle maintenance/repairs, monthly vehicle inspections. Gather WEX Gas Receipts Weekly from each Shared Vehicle - These along with the Mileage sheets are also gathered at end of Month for AFP Purposes. Complete monthly AFP for Phoenix Shared Vehicles. |
| 15 | Assists with facility issues, manages supply inventory for entire office and orders necessary office supplies and equipment, restock kitchen supplies daily, being aware of the need to be fiscally responsible. Assists with on call issues in the Phoenix Metro area. Provides Team Alert training to back up receptionists., assists in Quarterly Safety Alarm Drills. Assists in PDK Key Swipe Badge maintenance, Creating Photo ID Badges for employees. Responsible for administering keys for building and labeling spare keys. |
| 15 | Assists in conducting quarterly site visits for satellite offices in the Phoenix Metro area. Is a point of contact for satellite offices in the Phoenix Metro area. Provides on-call support to Operations Manager for Phoenix Metro area offices. Back Up deposit duties for Tucson Receptionist when needed. |
| 10 | Provides administrative duties for Executive and Senior Staff including event planning, correspondence, travel plans, calendaring, and meeting planning. Assist in setting up conference rooms for meetings, etc. Schedules daily use of Huddle and Conference Roo.ms |
| 10 | Files, makes copies, mails documents, and other administrative duties. Receives incoming mail daily and disperses accordingly. Assists with maintaining Staff Bulletin Board, provide telephone directory changes to Operations Manager by end of each month, for updated Telephone Directory that goes out monthly. |
| 5 | Assists with Voice Mail System and Phoenix phone system. |
| 5 | Other duties as assigned. |
Qualifications:
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
- High school diploma or equivalent and a minimum of 2 years' experience or post-high school education/training.
- Knowledge of Microsoft Office, including Outlook and Excel.
Language Skills:
Ability to communicate clearly. Ability to listen and perceive need, working with people from diverse backgrounds non-judgmentally. Ability to effectively present and represent LSS-SW in a professional manner, when welcoming clients, religious and community groups as well as others in the social services community.
Mathematical Skills:
Ability to understand basic math and calculations.
Reasoning Abilities:
Ability to define problems, collect data, evaluate information, draw conclusions, and take appropriate action based on this information. Ability and confidence to make decisions when appropriate and when to solicit guidance.
Physical Demands/Work Environment:
The physical demands and work environment characteristics here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee may be required to sit or stand for long periods. The employee frequently is required to use hands to hold objects and operate office equipment.
- The employee is required to be able to listen and communicate effectively.
- The employee may be required to occasionally lift and/or move up to 20 pounds.
- The noise level in the work environment varies with the activity level of the facility.
- If authorized to drive, must be able to safely operate a motor vehicle.
All positions at Lutheran Social Services of the Southwest require a background check.