Job Opportunities in United States
September 10, 2024
Chugachmiut
FULL TIME
Administrative Assistant (Anchorage)
Job Code:
09-24-1-004
Location:
Anchorage
Salary:
DOE
Opening Date:
9/9/2024
Closing Date:
Open Until Filled
Summary:
Reporting to the Records & Information Manager, the Administrative Assistant is a full-time position that provides general office support that entails various clerical activities and related tasks. The Administrative Assistant is responsible for providing administrative support to the Administration division as necessary. The Administrative Assistant will act as the primary backup for reception. In addition, the position will provide support for Human Resources with clerical duties and assist the Records & Information Department with clerical duties, as well as creating and distributing new files, filing documents, digitization requests, and other tasks as assigned.
Major Responsibilities:
Receptionist/Administrative-Assistant Duties:
- Promptly and warmly, answers a multi-line telephone system. Screens, routes/refers calls to the proper person or voicemail in a professional manner.
- Promptly and courteously greets visitors and provides requested information or directs the person inquiring to the proper person or department.
- Work cooperatively with others to achieve customer/employee satisfaction.
- Schedule conference/training rooms as requested.
- Review incoming mail and distribute in accordance with established procedure daily.
- Process outgoing mail daily for all departments.
- Research information to assist departments on relevant issues and requests.
- Ensure the reception suite is kept neat, organized, and up-to-date.
- Maintains reception logbooks as directed.
- Ensures office supply storage areas and copy centers are kept stocked, clean and organized.
- Ensure that coffee areas, kitchen areas, reception, and conference/training rooms are cleaned at the end of each day.
- Check guests in/out and issue a visitors badge.
- During an evacuation, drill, or emergency, the position is responsible for printing a list of the in-out board and guest log as part of Chugachmiut's safety and security protocols to give to the Safety Officer or their designee.
- Assists with data entry into the HRIS system.
- Creates and maintains approved drivers’ spreadsheet and list. Update annual renewals of driver information per Chugachmiut policy.
- Assists with recruitment to include job vacancy notices, job vacancy announcements, maintaining recruitment websites, and scheduling interviews.
- Assist with filing for the HR and Records departments.
- Assist with significant group orientations to assemble packets, set up, and present help hires with questions.
- Assists with clerical duties for the Administration team.
- Executes special assignments and tasks as assigned by the Records & Information Manager.
- Assist the HR Department with clerical duties as assigned by the Records & Information Manager.
- Completes the kitchen supply inventory, submits the replacement orders, and restocks the kitchens or distributes as necessary.
- Must demonstrate strong written and oral communication skills.
- Works well on a team to coordinate coverage and tasks/projects completion.
- Works cooperatively with others to achieve customer/employee satisfaction.
- Assist with schedules and organizes company and departmental activities.
- Provides general administrative support as directed by the supervisor.
- Demonstrates attention to detail
- Demonstrates sound work ethics, and flexibility and shows dedication to the position.
- Demonstrates a positive attitude, is respectful, and possesses cultural awareness and sensitivity toward clients and co-workers.
- Keeps customer service and the organization's mission in mind when interacting with all clients, co-workers, and others.
- Expected to be prepared to start shift on time, meet attendance standards, and work the hours necessary to perform the essential functions of the job.
- Employees are expected to embrace, support, and promote the core values of respect, integrity, trust, compassion, and quality, aligning with Chugachmiut's Mission and Vision through their actions and interactions with beneficiaries, staff, contractors, and others.
- Conform to Chugachmiut policies, strict employee confidentiality, and HIPAA regulations.
- Performs other duties as assigned.
Education Requirements:
- High School graduate or GED required.
- Minimum 1-year administrative assistant/clerical experience.
- Valid driver’s license preferred.
Hours of Work:
Hours of work are 8:30 a.m. to 5:00 p.m. with an hour for lunch. This is a full-time 37.5 hours per week and 1950 hours per year position. Chugachmiut maintains a drug/alcohol free and non-smoking environment.
Benefits: Chugachmiut offers its employees a generous and robust benefits package. Please visit www.chugachmiut.org for a complete list of our benefits.
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