ADMINISTRATIVE ASSISTANT
POSITION SUMMARY:
The Administrative Assistant is a key member of the CASH Campaign of Maryland’s team. As the main point of contact for external vendors and staff, high importance is placed on a professional and organized approach. The Administrative Assistant supports the day-to-day on-site operations for the organization. This includes supplying guidance and technical support on all matters related to the office and ensuring that office protocols are operating effectively. This position reports to the Operations Manager.
RESPONSIBILITIES:
In-House Operations, Facilities & Information Technology:
• Point of contact with property manager for all needs.
• Manage office security procedures.
• Assure coverage for planned and unplanned absences.
• Order and maintain office supplies and inventory.
• Ensure that supplies and materials are stocked, organized, and maintain a professional office environment.
• Maintain all office mail, including packages, boxes and ensure they reach the intended party either in-house or remote staff.
• Maintain office equipment; negotiates and monitors purchase, lease, and other vendor contracts related to the office equipment.
• Point of contact for general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence, faxing, copying, and mailing.
• Coordinate with program staff to post upcoming events on websites.
• Setup workspace for new employees, consultants, interns, and schedule new hire sessions with IT vendor.
• Track all equipment and equipment information issued to employees.
• Coordinate with IT vendor to retrieve, disconnect, and deactivate all equipment and access for terminated employees, including telephone access.
• Point of contact for external IT vendors related to equipment and contracts.
• Oversee in-person office functions. This includes supporting the planning, implementation, and clean-up of office events, meetings, and training.
• Process and monitor all parking passes as it relates to the office building.
• Triage and respond to general email inquiries for assistance.
• Maintain staff meeting facilitation calendar, meeting room calendars, communicate office closures, and timesheet due dates.
• Perform other related duties as assigned.
Accounting:
• Prepare bi-weekly payroll reminder emails to staff for time sheet submittal.
Qualifications:
• 3-5 years of related experience and/or training, or equivalent combination of education and experience.
• Computer skills needed (Proficiency or ability to learn quickly): Microsoft 365 that includes Intermediate proficiency in Excel.
Preferred Competencies:
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• External Working Relationships – Develops and maintains courteous and effective working relationships with clients, vendors, and/or any other representatives of external organizations.
• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures.
Physical Demands and Work Environment:
• While performing the duties of this job, the noise level in the work environment is usually moderate.
• The employee must be able to occasionally lift and /or move up to 20 pounds.
CASH Campaign of Maryland is an equal opportunity employer.