Administrative Assistant

Serves as the "director of first impressions" by providing a warm, welcoming and professional environment for all clients and stakeholders, both at reception area and with incoming callers. Provides high level administrative support for the Facility Director. Maintains an efficient workflow by working independently and resolving administrative problems and inquiries before escalating. Maintains Alpha Home's code of ethics and mission. Consistently demonstrates Alpha Home's core values of Spirituality, Compassion, Integrity, Respect and Inclusivity.

ESSENTIAL FUNCTIONS:

Accurately maintain files and records for the Facility Director and assist with various duties and projects.Prepares monthly reports as requested.Maintains strict confidentiality on all client and foundation matters and refer questionable issues to the Facility Director.Provide administrative support including writing correspondence, emails, drafting memos and other communication on the Facility Director's behalf.Assist Facility Director on volunteer activity, project planning and implementation as needed.Serve as a liaison between all facility locations for maintenance repairs by supporting Program Manager with coordinating onsite third-party maintenance.Keeps Facility Director apprised of facility condition, safety concerns and any potential risks.Immediately communicates inappropriate resident or staff behavior to Facility Director.Act as liaison between the facility and FSC HR department in regards to timekeeping, payroll processing, and benefits.Answer, assist, and direct incoming callers in a courteous manner. Maintains all phone lines and manages Avaya phone system as the administrator.Assist and direct all visitors and new clients entering the building by personally leading them to appropriate meetings/appointments.Manage the reception area and volunteer program application process.Completes mail delivery and pickup as per process. Responsible for specific tasks regarding incoming monies. Open/review mail daily and deliver all incoming funds and data entry to Finance department.Monitors assigned distribution list and forwards to appropriate departments.Serve as the liaison for all Alpha Home locations and coordinates with Knight in support of the of day-to-day IT issues.Set up projector, devices, etc. prior to start of assigned meetings or functions.In coordination with Facilities, assists with room set up for events.Monitors, orders and maintains office and residential supplies while ensuring cost efficiency.Accept delivery of incoming packages and notify recipient.Assist with client savings processing and related forms.Accept appropriate donations for "Macy's" clothing closet and other donations, as directed.Other administrative tasks as assigned.Requirements

JOB QUALIFICATIONS:

High school graduate or equivalent requiredFive years related experienceProficiency in Microsoft Office SuiteStrong business communication skills, both verbal and writtenStrong interpersonal and customer service skillsExcellent telephone etiquette. Must be able to handle high-stress calls/callers and visitorsAble to lift and carry up to 35 pounds