JOB DESCRIPTION

TITLE OF POSITION: ADMINISTRATIVE ASSISTANT

SUPERVISION RECEIVED: EXECUTIVE DIRECTOR

SUPERVISION EXERCISED: NONE

FLSA STATUS: NON-EXEMPT

SUMMARY: Performs general office administrative duties which includes, receiving calls and walk-in traffic at the agency and directs them according to the needs. In addition the duties are specifically listed below:

DUTIES AND RESPONSIBILITIES:

• Operates telephone system to receive incoming messages, obtains callers identity and forward calls or take messages to the appropriate personnel.
• Assist walk- in clients and notify appropriate personnel.
• Type correspondence dealing with all phases of Great Plains Improvement Foundation, Inc. Responsible for the accuracy, completeness, correctness of forms.
• Provides support for office personnel.
• Prepare correspondence to Board of Directors as requested by the Executive Director or Director of Operations. Prepare minutes of the Board and committee meetings to indicate members present, business transacted, maintenance of records of each Board of Directors meetings and all committee meetings.
• Prepare correspondence to Administrative staff and Program Directors informing them of the monthly meetings. Prepares minutes of the monthly Administrative Staff and Program Directors meeting to indicate members present and business conducted.

Administrative Assistant

• Maintain GPIF, Inc. tenant files for the housing programs to include leases, lease renewals, maintenance requests and purchase order requests for repairs.
• Collect and record rental payments from tenants living in GPIF, Inc. housing.
• Open and distribute all incoming mail to the different programs administered by the Great Plains Improvements Foundation, Inc. and check central office mailbox daily
• Maintain active logs of all incoming revenue to include donated funds.
• Enter all client intake data for agency programs in designated software.
• Enter organization information and upload documents in Organizational standards software on a monthly basis.
• Call vendors for office equipment repairs and other minor repairs as needed.
• Maintain front office and conference room in an orderly appearance
• Keep track of front office supplies and maintain list of needed items.
• All other duties as assigned by the Executive Director.

KNOWLEDGE, SKILLS AND ABILITIES;

• Ability to read and comprehend simple instructions, short correspondence and memos. Ability to compose simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Must be able to operate various office equipment to include copier, fax and computer software (Microsoft Office Suite-Word, Excel, PowerPoint, Publisher).
• Must have computer training certifications from Business College, technology center, or Associate Degree from a college or university.
• Should be a high school graduate or G.E.D equivalence, preferable with college or business school training in secretarial skills. Sufficient ability or experience may be substituted in lieu of the above qualifications.
• Valid Oklahoma Driver’s License.

Job Type: Full-time

Pay: $12.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: In person