Administrative Assistant

Job Title: Administrative Assistant

Position: Monday – Friday 9am – 3pm

Classification: Non- Exempt

Department: Administration

Reports to: Director of Advocacy & Support Services

Salary Grade/level/Range: $15.00 – $16.00/hour Bilingual Spanish Candidates receive $2.00/per hour extra.

Location: 505 Building

Job Description

The mission of the Women’s Center is to provide safety, shelter and support to empower all impacted by domestic abuse, sexual violence, child abuse, and trafficking.

Summary/ Objective: The primary responsibility of this position is to provide administrative support to agency staff and a warm, welcoming, empathetic initial contact to clients, volunteers, and visitors.

Essential duties and responsibilities:

• Provide administrative support to the agency overall, including general clerical duties.
• Greet visitors, callers, and donors, and handle their inquiries or direct them to the appropriate persons according to their needs.
• Answer multi-line telephone system and give information to callers, take messages, or transfer calls to appropriate individuals.
• Monitor cameras and front door activity and respond accordingly to ensure security protocols are followed.
• Ensure confidentiality of all clients utilizing services.
• Assist in administering and tracking client survey responses to support grant reporting.
• Receive, record and organize both in-kind and financial donations.
• Communicate and conduct outreach for volunteer coverage needs of front desk for lunch breaks, all staff meetings, and vacation time.
• Maintain room reservation calendars and staff daily schedules
• Maintains the neatness and orderliness of the reception area and client waiting room.
• Stock free donation shelves and assists with donation sorting/storage as needed.
• Keep community resource information current and easily accessible, monitoring incoming brochures through tracking spreadsheet.
• Adhere to organizational compliance with all local, state and federal regulatory agencies.
• Ensure compliance with all safety and work rules and regulations. Ensure the maintenance of departmental housekeeping standards.
• Completes other duties as needed and/or requested to align with mission and vision of the organization.
• Serve as back-up with other administrative functions as assigned.

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.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills:

• Excellent communication skills, experience with a multi-line telephone system, as well as outstanding client service.
• Ability to handle crisis situations calmly and professionally.
• Verbal and Written Skills – ability to convey information effectively and as appropriate for the needs of the audience.
• Proficient in MS Office.
• Sensitivity to issues facing survivors of domestic violence, sexual assault, child abuse and trafficking.
• Active listening – giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension – understanding written sentences and paragraphs in work related documents.
• Time Management – managing one’s own time and the time of others.
• Service Orientation – actively looking for ways to help people.
• Coordination – adjusting actions in relation to others’ actions.
• Critical Thinking – using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Judgment and Decision Making – considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Monitoring – monitoring/Assessing performance of yourself to make improvements and take corrective action.

Education/Experience:

• Requires at least a high school diploma or equivalent
• 1 year administrative experience

Language Skills: Ability to read, write and comprehend English. Bilingual Spanish/English preferred.

Reasoning Ability: Ability to utilize critical thinking- such as using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Certificates, Licenses, Registrations: Reliable means of transportation is necessary. Proof of valid Wisconsin Driver’s license and insurance must be submitted if driving on TWC business; which may occur on occasion.

Other Skills and Abilities:

Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is a largely sedentary role, but movement up and down stairs is required.
• Requires lifting of files and donations, opening filing cabinets, and bending and standing as necessary. This would require the ability to lift up to 25 pounds.

Work Environment: The Work environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essential functions.

• Works predominantly indoors but may require the need to travel between different buildings.
• The Noise level in the work environment is usually moderate.

ADA: This employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

AAP/EEO: The Women’s center is an equal employment opportunity and affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, status as a qualified individual with a disability, or any other characteristic protected by law.