Administrative Assistant

Company: Growing Up New Mexico
Location: Santa Fe
Posted on: November 19, 2021

Job Description:

Job Description
Position Title: Administrative Assistant
Departments: Administration
Job Classification: Full-Time: 40 hours/week
FLSA Status: Non-Exempt
Reports to: Chief of Staff
Rate: Base rate of $16.00 - $18.00 per hour; salary negotiable based on education, experience, being bilingual (English/Spanish). Full Benefits package available to full-time employees.
Revision Date: October 8, 2021
Summary:
The Administrative Assistant provides essential in-person support to the Chief of Staff ensuring prompt and courteous service in support of the Growing Up New Mexico mission. Will also provide general office operations support for other staff within the administrative office as needed.
Growing Up New Mexico is a 501(c)3 organization located in Santa Fe, New Mexico. Inherent in our mission are guiding principles that center on the belief that all families are capable of success if given the right opportunities and resources at the right time. The focus of our work is to demonstrate and implement effective and proven early childhood and family support strategies, prenatal to age five, focused on quality, equity, and access. Growing Up New Mexico utilizes two parallel, mutually informed strategies in all we do: a local programmatic approach and a state-wide policy approach, with each continually informing the other.
Key Areas of Responsibility:

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• Perform day-to-day administrative tasks to ensure efficient operation of the administrative office.
• Greet and assist visitors to the administrative office in a professional and friendly manner, ensuring guests are comfortable and are connected with the right office personnel.
• Monitor and order inventory for office and break room supplies.
• Manage incoming and outgoing correspondence, including mail and packages.
  • Answer phone calls and transfer callers as appropriate while maintaining a professional, positive demeanor with callers.
    • Assist in responding to and resolving administrative inquiries and questions.
    • Coordinate and schedules travel, meetings, and appointments for managers or supervisors.
      • Maintain adequate supplies of written forms and maintain electronic versions in an organized and retrievable manner.
        • Perform maintenance and troubleshooting of office equipment including printers, copiers, projector, and computers; coordinate service technician repairs as needed.
        • Participate in meetings as directed by the Chief of Staff.
        • Assist with the preparation for special events including computer and multi-media set-up, moving furniture. Purchase food and/or other necessary materials in advance of events.
          • Coordinate distribution of materials between Growing Up New Mexico administrative and program staff; coordinate the collection of action items needing staff response.
          • Perform filing, copying, shredding, long-term records management, organization of office supplies, mailings (both electronic and paper), and other administrative duties.
          • Attend scheduled training sessions as required by supervisor.
            • Maintain storage areas and maintain a record retention and disposition schedule for stored files.
            • Assist in maintaining an organized, clean, and orderly office environment.
            • Assist staff with the proofreading of documents.
              • Gain an understanding of other Growing Up New Mexico programs to facilitate connections as needed.
              • Assist in management of the conference room calendar and oversee smooth delivery of events taking place in the administrative building.
                • Perform other duties as assigned by Chief of Staff.
                  Qualifications:
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                  • High school diploma or GED; prefer higher education degree, specifically in business/management or closely related coursework.
                  • Minimum of 3 years of administrative assistant or business experience.
                  • Bilingual English/Spanish preferred.
                  • 3 years' experience with Microsoft Office Suite or related software applications for word documents, spreadsheets, and e-mail.
                  • Excellent interpersonal and customer service, attention to detail, and organizational, efficiency skills.
                  • Ability to function effectively as a team member, with basic supervision, and work independently with good judgment.
                  • Ability to handle confidential information with discretion.
                  • Excellent verbal and written communication skills.
                  • Ability to work well in culturally diverse setting and knowledge of local population served.
                  • To ensure accountability and proper internal controls, must conform to Growing Up NM personnel policies (the Employee Handbook) at all times.
                  • Perform within the prescribed limits of Growing Up NM's ethics, Guiding Principles, and compliance policies.
                  • Ability to pass a mandatory background clearance required of all childcare workers in the State of New Mexico.
                  • All Growing Up NM employees must be fully vaccinated against COVID-19, unless a reasonable accommodation is approved.
                  • While performing the duties of this job, the employee is regularly required to stand, walk, sit for prolonged periods, and use computer equipment and cell phones. The employee is occasionally required to reach with hands and arms, stoop, kneel, crouch or crawl. The employee must be able to lift 40 pounds. Occasional local travel is required for meetings, events, and errands.
                    To apply, please complete the Growing Up New Mexico Application for Employment on this website:growingupnm.org/about-us/employment-opportunities/

Keywords: Growing Up New Mexico, Santa Fe , Administrative Assistant, Administration, Clerical , Santa Fe, New Mexico