Administrative Assistant

The Administrative Assistant serves in a strategic function at Buckner Children and Family Services to administer services through management of the established policies and procedures. Serve as an administrative assistant in support of the location and management team. Responsible for processing facility deposits and donations. Will also provide administrative support to the Regional Office Manager and other staff as assigned. Responsible for providing a positive image of Buckner through the answering of the telephones and the greeting of visitors, applicants, clients, and other persons that come into the office. Join our team and shine hope in the lives of others!

What you'll do:

• Provide administrative support to the facility Regional Office Manager and other leaders to maintain filing system; research and analyze data to produce monthly reports; assist in budget preparation and ongoing monitoring of budgetary performance; transcribe meeting notes; and answer Program Director’s phone in his/her absence and initiate follow-up as appropriate.
• Oversee the operations of the local office as they pertain to clerical duties, mail and telephone coverage; analyze office needs and implement processes for efficient operation. Oversee the appearance of the Administration office.
• Greets all visitors to the assigned office(s), determines their business, provides direction, and/or notifies the appropriate staff. Answers general questions about program services as appropriate. Answers incoming calls, take, and relays messages.
• Provide administrative support and assistance for facilitating and coordinating projects as directed in regard to monitoring, safety, preventative maintenance, repair, and pleasing aesthetic appearance of the facility in alignment with Buckner branding.
  Coordinate communication with internal and external constituents including telephone calls, faxes, electronic mail, and written correspondence.
• Perform various administrative tasks including expense reports, enrollment paperwork, process incoming clothing vouchers, maintain a schedule for use of shared spaces, and other assigned tasks.
• Serves on a Committee, compiling and forwarding necessary reports as required to assigned personnel.
• Assist with management of TELS Facilities Software for Maintenance requests and work with Maintenance Technician to organize Work Orders and requests.
• Manage all vendor set ups, relations, and account maintenance.
• Serve as back up and support for programmatic Administrative Assistant on all monthly Billing functions.
• Provide clerical and administrative support to the Executive Director and other assigned staff and management and assist with projects as assigned.
• Responsible for general closing of the front office each day.

What you’ll bring:

• High school diploma or G.E.D. required; Associate’s or Bachelor’s Degree preferred.
• Minimum 2 years prior office management and supervisory experience required; experience in telephone communications, preparation of business correspondence, and community contact
  preferred.
• Requires accuracy in typing, letter composition, and record keeping.
• Requires job holder to work nights and weekends as needed to meet business needs.
• Requires ability to drive assigned vehicle(s) or personal vehicle, with appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under Buckner’s insurance policy. Must be age 21 or older to drive on behalf of Buckner.
• Requires ability to use up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force continuously to move objects and/or people.
• Requires ability to walk, stand and sit, sometimes for prolonged periods of time.

The above description reflects the details considered necessary to describe the essential functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.