Administrative Assistant

Essential Duties and Responsibilities: (including but not limited to the following)

• Answer incoming telephone calls, take accurate messages (paper and voicemail), and assist callers or direct inquiries appropriately.
• Turn office phones on each morning and off each evening.
• Check and manage office email daily, including receipt, printing, forwarding, responding to, and distributing emails as directed.
• Type, compose, prepare, and distribute letters, email correspondence, notices, broadcasts, and other office documents.
• Fax, mail, and process outgoing correspondence; manage postage and make post office runs as needed.
• Copy, print, collate, and distribute letters, materials, packets, and documents.
• Maintain organized filing systems for office records and documents.
• File meeting minutes and related materials,
• Maintain files of relevant news articles and conduct daily searches for news items of interest.
• Maintain office supply inventory, including paper, toner, copier supplies, stamps, and general office materials; notify the designated supervisor when reordering is needed.
• Receive, unpack, and organize office deliveries and supply orders upon arrival.
• Assist with basic kitchen/office upkeep, including coffee preparation, monitoring kitchen supplies, and restocking the refrigerator with beverages.

Meeting Preparation & Administrative Support

• Prepare monthly and bi-monthly meeting folders.
• Mail agendas before meetings.
• Print labels for mailings.
• Assemble and distribute meeting packets.
• Copy news articles and other materials for meetings.
• Format, edit, update, print, and distribute meeting minutes as needed.
• Report attendance to the designated supervising staff director.
• Attendance reporting for meetings.
• Maintain accurate office records and documentation as assigned.
• Update membership database.
• Receive election petitions and forward to the Election Committee.
• Perform other clerical, administrative, and office support duties as assigned by the President, Staff Directors, Executive Administrative Assistant, or designated supervisor.
• If Executive Board members or committee chairs request copying or assistance, staff should first check with one of the Staff Directors or designated supervisor for direction
• Strong organizational skills
• Pleasant interpersonal skills on the phone and face-to-face

Benefits

• Pension after 5 years of employment
• Full medical benefits at no cost to the employee
• Additional benefits: dental, optical, and prescription reimbursement, legal plan and financial planning advisor
• Paid vacation: 1 week – 5 weeks, increases with years worked
• Paid sick and personal days (15)
• Paid holidays (16)