Administrative Assistant - TIZ

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WORKFORCE DEVELOPMENT RECEPTIONIST/ADMINISTRATIVE ASSISTANT

Living Classrooms Foundation strengthens communities and inspires young people to achieve their potential through hands-on education and job training, using urban, natural, and maritime resources as "living classrooms."

The Target Investment Zone, an identified zone of programming of Living Classrooms Foundation, contains the Broadway Overlook Community Center, Under Armour House at Fayette, the P.O.W.E.R. House, and the Park House at Patterson Park, which are major community service hubs. The Workforce Development Department provides job-training, essential skills workshops, industry recognized certification trainings, and various workforce development initiatives at all our centers in the TIZ for unemployed and disadvantaged adults. The major goals are to positively impact communities with direct services; provide workforce development and job training; and increase education and service-learning opportunities.

About the Opportunity

Living Classrooms Foundation is seeking an organized Receptionist/Administrative Assistant to support its Target Investment Zone workforce development programs.

The ideal candidate for this position is someone who possesses exceptional organization, verbal and written communication skills; adept at managing multiple tasks; and experienced with utilizing computer applications, phone systems, copiers and printers. As the first person that our participants, visitors and stakeholders encounter, She/He/They will be expected to maintain a professional appearance and attitude.

Summary of Essential Job Functions:

Telephone:

  • Answers incoming telephone calls and routes to appropriate party or voicemail
  • Assists callers in identifying the appropriate party to whom the call should be directed
  • Monitors and forward incoming fax and text/voicemail messages to relevant parties
  • Assists callers with general questions about the organization and programs
  • Operates reception telephone application and console, monitors its performance and reports problems to IT staff
  • Provides reception phone operation training to backup staff

Reception:

  • Greets visitors and alerts relevant TIZ staff
  • Assists with and monitors Reception area activity on behalf of organization
  • Maintains a clean and tidy reception area
  • Ensures that all flyers and postings displayed in reception are up-to-date and accurate

Administration:

  • Maintains, updates and distributes general office information and lists such as office phone/extensions, mailing addresses, email addresses, managers group list, etc.
  • Checks general email account and distributes messages to the appropriate party
  • Place general office supply orders
  • Assists with coding invoices and prepares check requests for payment
  • Oversees the booking of the conference and training rooms through Outlook calendar
  • General data entry

Mailing Services:

  • Receives (signs), sorts and distributes all postal mail and deliveries to appropriate staff
  • Assists staffs with mailing and shipment inquiries, supplies, and procedures

 

Other Support:

  • Assists in the oversight and smooth operation of administrative services during the absences and vacations of other administration staff
  • Provides administrative support TIZ Program Director and Case Managers as needed
  • Monitors and reports building maintenance issues to facilities.
  • May be asked to come in early or stay after business hours to support organizational events on occasion

Qualifications

·       High School Diploma Required

·       Outstanding dependability, reliability and punctuality to ensure complete coverage of the front desk

·       Demonstrated expertise in customer service and an understanding of protocol for greeting visitors and callers

·       Outstanding verbal communication skills and the ability to quickly decipher needs and connect calls and visitors with the appropriate department or person

·       Basic word processing and spreadsheet software skills

·       Familiarity with workforce development programs is a plus

·       Ability to sit for prolonged periods of time

 

Employment is contingent upon the completion of a satisfactory criminal background check

 

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