Administrative Assistant

 

Reports to: Chief Executive Officer

Status: Regular, 40 hours per week

Hiring Range: $15.00 - $17.00
Location: Main office

Closing Date: Open until filled


RESPONSIBILITIES: Specific responsibilities of the operational support specialist include, but may not be limited to:

General Reception (80%):

  • Answer telephones adhering to guidelines of answering calls within four rings. Routes calls correctly and takes accurate messages when necessary. Provide superior customer service to clients, visitors and staff.

  • Greets visitors, responding courteously and appropriately to all inquiries.

  • Support Staffing Office after regular business hours, following established guidelines for scheduling and communicating with staff. Perform general clerical/office functions such as filing, memos, minutes, report preparation, photocopying, printing and data entry.

  • Provide administration support to managers as needed. Support program managers as needed; this may include arranging meetings, formatting or drafting documents, organization support, developing or organizing materials, etc. Provide support to meetings for grant-funded projects, including arranging logistics (space, food, fliers) and taking minutes when requested.

  • Support any providers by addressing their needs and helping with; orientation, enrollment strategies, contract overview, performance commitment and invoice submission.

  • Keep track of billings and payments, petty cash for staff and receipts.

  • Ordering and organizing supplies for all sites

  • Maintains all records, up to date licenses for all sites and all maintenance and repairs for all sites and company vehicles.

  • Maintain and protect the confidentiality of Voices of Tomorrow.

  • Other duties maybe assigned

Executive Assistant (20%): 

  • Helping prepare for CEO meetings. Making Travel arrangements for CEO. Experience as a virtual assistant. Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

POSITION REQUIREMENTS:

  • Valid Washington State driver’s license and daily access to a personal, legally licensed vehicle with proof of current automobile insurance or access to reliable.

  • Have reliable transportation

  • Ability to work flexible schedule, including evenings and weekends as required.

  • Computer proficiency and knowledge of basic office equipment

  • Excellent in English and Somali oral and written communication skills.

  • Excellent organizational and time management skills.

  • Department of Early Learning portable background check. Must pass portable background check requirements.

Hiring Process: To apply, please email your resume and cover letter to Farhan Mohamed at fmohamed@tomorrowvoices.org or call 206-466-1229. Incomplete applications will not be accepted.