Administrative Specialist Job at Catholic Social Services in Anchorage

POSITION SUMMARY

The Administrative Specialist serves as the central support for our employees and is often the first point of contact when staff members or visitors arrive at our Debarr main center. This role involves greeting visitors and connecting them with the appropriate staff member they need. With a focus on providing administrative support for employees, the role helps create a positive and supportive environment for the entire team.

ABOUT US

CSS is a Catholic human and social services agency and behavioral health care provider that welcomes people of all faiths through its programs and employment. We provide help for our Alaskan neighbors through a variety of supportive service programs, including emergency shelter, food stability, housing, case management, and refugee assistance. CSS empowers individuals and families on their path to permanent stability, creating thriving communities for all. Located in Anchorage, Alaska, CSS is a nationally accredited organization through the Council on Accreditation (COA), which recognizes that CSS provides high quality services that meet best practice standards in the social service field.

Mission: We compassionately serve those in need, strengthen individuals and families, and advocate for the common good.

Vision: All Individuals and Families are Flourishing.

Impact Statement: Catholic Social Services empowers individuals and families on their path to permanent stability, creating thriving communities for all.

Guiding Principles: - Catholic Social Teachings - Reverence for humanity - Striving for excellence - Empowering personal fulfillment - Strengthening through collaboration

REQUIRED COMPETENCIES

Customer Service Orientation: Demonstrates professionalism, respect, and care in all interactions with employees and visitors. Skilled in managing high volumes of phone calls and visitor interactions while providing clear, helpful, respectful, and courteous assistance.

Proficient in Microsoft Office Programs: Demonstrates proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, or possesses the ability to learn and utilize these programs quickly and effectively.

Office Equipment Operation: Has a full understanding of office equipment, including fax machines, business phone systems, copiers, and postage machines. Capable of troubleshooting minor issues and ensuring equipment is in working order.

Basic IT and Technical Support: Knowledgeable in the basic setup and operation of videoconferencing tools, printers, and other office technology. Able to provide first-level technical support to employees when needed.

Mail and Document Handling: Understands mail handling procedures, including sorting, distributing, and sending mail (both regular and certified). Knowledgeable in maintaining organized filing systems and handling sensitive information securely.

Organizational Skills: Consistently able to manage multiple tasks, such as greeting visitors, mail sorting, supply organization, and scheduling. Ability to maintain orderliness and cleanliness in common areas, conference rooms, and office spaces to ensure a functional and welcoming environment.

Technical Proficiency: Possesses a working knowledge of videoconferencing equipment, office printers, and other office technology. Ability to perform basic IT troubleshooting and assist employees with conference room bookings and equipment use.

Attention to Detail: Skilled in consistently producing accurate work, carefully reviewing information, and double-checking for errors. Able to follow established procedures, ensuring that all records, logs, and systems are up-to-date and error-free.

Adaptability and Supportiveness: Willing to be flexible and take on various tasks as needed. Ability to support coworkers by being responsive, resourceful, and flexible, adjusting to the needs of a dynamic workplace environment.

Teamwork: Actively collaborates and communicates with colleagues across departments to ensure seamless support for employees. Demonstrates a cooperative attitude, readily offers assistance, values diverse perspectives, and contributes positively to team dynamics and overall organizational goals.

Communication: Skilled in written and verbal communication. Able to actively listen and ask clarifying questions. Skilled in maintaining a professional and respectful tone in all interactions, fostering a welcoming and supportive environment for employees and visitors alike.

Trauma Responsive: Ability to demonstrate sensitivity and awareness in all interactions and respond with empathy, patience, and respect. Ability to deescalate with clients and respond to events that may be stressful.

RESPONSIBILITIES:

Front Desk

• Professionally answers a large volume of phone calls. Directs clients to 3rd Avenue Resource and Navigation Center or the appropriate staff member at Debarr.
• Receives and assists building visitors in a professional, respectful, and caring manner. Ensures visitors complete the check-in log.
• Sorts and distributes mail to programs and departments. Sends mail for Debarr located programs, including certified mail with return receipts. Ensures mail area is clean and organized.

Conference Rooms

• Provides assistance to employees who need help with videoconferencing equipment. May assist with lower level in-person IT support or desktop requests.
• Resets conference rooms after meetings and helps monitor the reservation booking system to keep it up-to-date and accurate on a day-to-day basis. Maintains external Skeda booking system outside of conference rooms.
• Monitors common areas, conference rooms, bathrooms, and the rest of the office to maintain safety and security of clients and premises.

Administrative Assistance

• Completes operations tickets as assigned in MaintainX.
• Maintains Debarr center printers and office equipment. Coordinates shredding services.
• Maintains and updates phone lists, phone systems, and the phone tree and voicemail for the front desk.
• In coordination with HR, updates the Microsoft Active Directory and updates email mailing lists.
• May occasionally assist with large filing projects, recruitment or agency events, or printing/copying jobs.
• Assists employees with checking in and out agency vehicles.
• Maintains the Debarr office map and ensures offices are clearly labeled with employee names and titles.
• Orders business cards, reminder cards, and employee name tags.
• Assists with building security by issuing and tracking visitor key fobs.
• Maintains office equipment by arranging routine and emergency repairs. Assist employees with office equipment help.
• Updates agency asset tracking system.
• Tracks, organizes, and orders office supplies. Maintains a well-stocked and organized supply room.
• Assists the Sr. Executive Assistant with scheduling group meetings, catering arraignments and taking meeting minutes as necessary.

Building Safety

• Ensures employees receive proper identification badges and key fobs. Assists in managing security/badge access, door codes, key, and key fobs.
• Responsibilities may include opening and closing the main entrance of the Debarr center and completing morning and nightly rounds to ensure the security of the center.
• Monitors building security, which includes addressing unauthorized access and enforcing policies to remove individuals from restricted areas such as bathrooms or other parts of the building.
• Ensures all windows and doors are closed and locked nightly.
• Maintains sign-in sheets for clients.
• Assists employees and clients in following established safety procedures.
• Ensures Debarr center kitchens are stocked and that the kitchens are clean and safe.

Other Duties as Assigned

• Assists with other projects to support the Executive Team or Operations teams, as directed.

QUALIFICATIONS:

Minimum Education Requirement: High School Diploma or equivalent.

Minimum Experience Requirement: Two (2) years of administrative support experience. A relevant combination of education and experience may be considered.

WORK ENVIRONMENT

Work is performed in a standard indoor office environment. Occasional lifting of up to 25 pounds. Frequently sitting or standing at a desk for several hours at a time. Ability to adequately perform morning and nightly building walkthroughs, including ascending and descending stairs.

Travel out of Alaska is rare. Occasional travel within Anchorage is required and infrequent.

Location: 4600 Debarr Road, Anchorage, AK