Administrative Assistant

Position Summary

Coordinates administrative office services such as coordinating general business activities for themselves and others and other administrative activities. Provides excellent customer service to callers, visitors, donors, vendors, and staff. Receives and directs all to appropriate location and party. Operate multiple telephone line system. Assist with special projects for the organization and assignments for departments as needed.

The essential functions include, but are not limited to the following:

• Answer, assist, and direct all incoming calls to appropriate parties in a professional and courteous manner.
• Provide excellent customer service to callers, visitors, donors, vendors, and staff
• Greet visitors and vendors and arrange for them to meet with appropriate staff
• Maintain security at entrance of building and to office suite
• Assist Office Manager to process outgoing mail and open incoming mail daily and distribute to appropriate staff and log daily receipt of checks/donations
• Maintain inventory and order kitchen supplies and shared office supplies
• Support Finance department as required and assists other departments with special projects as needed
• Transcribe meeting minutes using recordings from various platforms, i.e., Zoom, MS Teams
• Use computer technologies, systems, and software, i.e., MS Office, Outlook email and calendar, meeting platforms, Andar database, Microix invoice processing
• Create and or maintain documents, spreadsheets, reports, i.e., Reception Manual, Organizational and Seating Charts, Guest Registry, visitor parking passes
• Process Benefit invoices using Excel Allocation Spreadsheets and enter data in Microix for payment processing
• Exercise good judgment and assume responsibilities for decisions and quality of service
• Assist, as assigned by management, with the organization's disaster response efforts
• Perform other duties as opportunities are presented and/or assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)

• High school Diploma or GED, associate's degree preferred
• Three years of related experience or relevant coursework
• Proficient in Microsoft Office, specifically Outlook, Word, Excel
• Excellent customer relationship skills
• Excellent oral and written communication skills
• Strong organizational, time management, and interpersonal skills
• Experience managing multiple in-coming telephone lines
• Welcoming phone voice, and professional appearance and attitude

Current Openings for Administrative Assistant Jobs at United Way of Palm Beach County

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