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Administrative Services Assistant

Position TitleAdministrative Services Assistant
Classification/LevelNon-exempt Staff
Reports toManager of Administrative Services

Summary/Objective

Under the supervision of the Manager of Administrative Services, the Administrative Services Assistant provides administrative support to CHEFA staff and assists in achieving the goals and objectives of the Authority.

Essential Functions

Board of Directors and Committee Meetings

Primary responsibility for the compilation, mailing and distribution of documentation in preparation for Board of Directors and Committee meetings for all CHEFA entities (CHEFA; CHEFA CDC; CHESLA, CSLF) under the supervision of the Manager of Administrative Services.

Processes, prepares, and summarizes corporate-style minutes.  Take notes at meetings and transcribe details through recordings with revisions from CHEFA Officers and Manager of Administrative Services.

  • Responsible for uploading and providing electronic access to meeting materials.
  • Responsible for website postings of meeting documents and minutes within required timeframes.
  • Tracking meeting attendance.

Functional Area Administrative Support

  • Support for grant program as needed including:  Foundant grant management software general system updates; distribution and filing of documents; follow-up reports; mailing lists; PowerPoint presentations, meetings, and events.
  • Provide other support and filing tasks as needed for compliance and other Authority functions.
  • Provide administrative support to the Authority General Counsel as needed.

Administrative Services

Primary responsibility for the following:

  • Document Retention and Off-Site Storage - Assists in all phases of document retention of Authority materials, including the disposal at the direction of the Manager of Administrative Services.
  • Mail Distribution - Distribution of daily incoming and outgoing mail, including express delivery and courier services.  Maintains postage metering system and postage funds.
  • Client Database - Maintains client contact information and updates in intranet database system to assist with mailings.
  • Office and Kitchen Supplies - Monitors the inventory of office and kitchen supplies, track office supply expenses and order supplies as needed or requested.

Other Administrative Support Functions

  • Screening phone calls and routing callers, greeting and assisting visitors.
  • Support for conferences and meetings: preparing name badges; copying and collating meeting materials and handling registrations.
  • Assist with notifications to building maintenance staff for required services as needed.
  • Notifying building security of scheduled meetings with outside individuals.
  • Coordinate food service deliveries and set-up/clean-up for meetings/functions requiring refreshments.
  • Other administrative support tasks as assigned.

Competencies

Excellent written and verbal communication skills.  Strong organizational, planning and problem-solving skills.  Ability to compose accurate formal corporate meeting minutes on a relatively tight timeline.  Strong attention to detail is essential with the ability to multi-task and prioritize work.  Must work as a team player in an efficient, effective manner and be able to meet deadlines.

Proficient with Windows 10, Adobe Acrobat and Office 365 Suite (Outlook, Word, Excel, PowerPoint).

Required Education and Experience

H.S. Diploma or equivalent. Two years’ experience in an administrative position OR related experience. Experience should be in transcribing formal meeting minutes and proofreading.  Proficient in typing and filing.

Preferred Education and Experience

A.A., Business or related discipline or equivalent. Three to five years’ experience in an administrative position OR related experience. Experience should be in transcribing formal meeting minutes and proofreading.  Proficient in typing and filing.

Supervisory Responsibility

This position has no supervisory responsibilities. This individual works under direct supervision of the Manager of Administrative Services and functions within the scope of established CHEFA and Administrative Services policies and practices.

Work Environment

This job operates in a professional office environment.  This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

Physical Demands

None other than those typically associated with work in an office environment.  Some lifting of boxes as required for office/kitchen supplies and central file storage needs.

Position Type/Expected Hours of Work

This is a full-time position.  Days and hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m.

Travel

No travel is required.

Additional Eligibility Qualifications

None required for this position.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

For the complete job description or more information about this position, please contact Cynthia Peoples, Managing Director, cpeoples@chefa.com.

 

CHEFA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.  In addition to federal law requirements, CHEFA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, leaves of absence, compensation and training.

CHEFA expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.  Improper interference with the ability of CHEFA’s employees to perform their job duties may result in discipline up to and including discharge.