To provide efficient, accurate and timely administrative support to the President/CEO and other administrative staff as needed. To insure that all persons contacting DRI by telephone or in person are assisted in a prompt and courteous manner. As office manager assure supplies and equipment are available.
Duties of Administrative Assistant
- Preparing correspondence for the President/CEO and Senior staff and other DRI employees or Board Members as designated by the President/CEO
- Creating and maintaining current mailing lists and databases for the Executive Committee, Board of Directors, Family Advisory Council, donors, families and other individuals and vendors
- Assisting President/CEO and Senior Staff in making arrangements for DRI meetings, workshops, conferences, etc. and assisting with all aspects of communication, calendars, scheduling and record keeping for fund raisers, special events and other company activities as well as maintaining current general knowledge of the President/CEO’s activities
- Ordering, maintaining, and controlling audio-visual equipment, office equipment and supplies
- Picks up mail at PO BOX
- Receives, dates, and distributes all incoming mail, collects and processes all outgoing mail
- Opening and/or locking offices at the open and close of business day as appropriate
- Maintain a clean and organized office environment in the common areas of the administration building and boardroom
- Observes safety and security procedures. Determines appropriate action beyond guidelines, reports, potentially unsafe conditions and uses equipment and materials properly
- Other duties are assigned include but are not limited to actively participating and/or serving in a supporting role to meet DRI’s obligations for disaster response and/or recovery or Continuity of Operations Plan (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location
- Responsible for ordering, receiving and storing office supplies
- Provide President/CEO a daily list of Funds received by mail
- Enters information from donations in Razor’s Edge and provides copy of check to Director of Fundraising and Special Events and distributes checks to Director of Finance
- Sends a monthly calendar of upcoming events to the Parents, Board Members and Staff
- Notifies parents of events that need RSVP or special instructions (such as Bell Pepper outfits)one week prior to event and a 2 day reminder
Qualifications: To perform this job successfully, an 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.
Language skills: Ability to read and interpret documents in English such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write in English, routine reports and correspondence. Ability to speak the English language effectively.
Computer skills: To perform this job successfully, an individual should have ability t manage multiple databases, knowledge of accounting, fundraising and Microsoft Office software, internet services, computer operating systems and programs and ability to operate modern office equipment.
Certification/License: Notary Public; Valid Driver’s License
Physical Demands: The physical demands described 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 the job, the employee is regularly required to sit: reach with hands; talk and hear or taste and smell. The employee is frequently required to use hands to finger, handle or feel. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 50 pounds and must be physically able to participate in appropriate training classes.
Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.