FFT Administrative Assistant - Southwest Key Programs

Job Summary::

The FFT Administrative Assistant is responsible for providing administrative support and project coordination for programs management. This includes conducting research, preparing reports, tracking complex program developments, and generally keeping all aspects of the program organized and efficient.

Essential Functions::

• Provide a wide range of administrative support, organizational assistance, and project management to the Regional Executive Director in the fast-paced, urgent, high accountability environment of the program.
• Maintain a high level of knowledge of all program functions and activities in order to respond to internal and external inquiries and requests for information and program support.
• Conduct research as requested in preparation for meetings, phone calls, board reports, and business trips/events.
• Answer and receive incoming calls and correspondence, including email, direct calls to appropriate parties or take messages in a prompt and friendly manner.
• Process, maintain and review all program personnel records including training records.
• Oversee purchase and maintain inventory control of office supplies.
• Prepare invoices, reports, memos, letters, financial statements and other documents in an accurate and timely manner, using word processing, spreadsheet, database, or presentation software.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Maintain accurate and current information for billing, data collection, accounts, petty cash and budget.
• Regular and punctual attendance.

Other Functions::

• Distribute and gather paperwork to and from employees.
• Assist with training, duplication of materials, setting up, documenting.
• Maintain inventory control and purchase necessary office supplies.
• Help maintain the program’s calendar and assist with scheduling for program staff.
• Assist with uploading and maintaining leave requests for program staff.
• Able to react to change productively and handle other essential tasks as assigned.
• Other duties as assigned by the Program Director and/or Regional Executive Director.

Qualifications and Requirements::

• High school diploma or equivalent.
• Three years’ experience working in an office.
• The ability to read and understand information and ideas presented in writing.
• Knowledge of administrative and clerical procedures and systems such as Microsoft office software, managing files and records, designing forms, and other office procedures and terminology.
• Cleared background check from appropriate entity.
• Valid State Driver’s License, maintain current insurance and registration and clear driving record.

Physical Demands::

Must be able to read, write, and communicate with Southwest Key Programs and with outside contacts. Must be computer literate and have the ability to operate office equipment.  While performing the responsibilities of this job, the employee is required to bend, lift, seize, hold, grasp, turn, or otherwise work with hand or hands. Must be able to lift up to 20 pounds. Some driving may be required, based on program needs.

 

 

Work Environment::

General office environment with moderate noise. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time. A busy environment with many unscheduled interruptions. Frequent computer use at workstation for extended periods of time. Public contact position requiring appropriate business apparel.  Ability to work with a diverse population on a daily basis.