Executive Assistant

Introduction

Under direct supervision of the Executive Director and Director of Human Resources, acts as Administrative Assistant and assists the IDC Administrative staff. Manages the administrative office and oversees repairs and maintenance of the building and equipment. Assists Human Resources and acts as a back- up. Assists with grant proposals and their preparations for the organization as needed. Coordinates and updates agency wide annual report.

• Handles telephone calls and refers them to proper resources.
• Manages voice prompts for IDC office recording.
• Performs clerical work for the Executive Director.
• Performs clerical work as needed for the IDC staff.
• Receives clients and visitors and refers them to the proper individual or department.
• Manages the mail system, to include postage machine, loading postage, delivering and picking up mail daily and as needed.
• Manages copy machines.
• Coordinates and updates agency wide annual reports.
• Applies for grants to help assist all programs as funding is available.
• Maintains license tags for all agency vehicles.
• Advertises for help wanted, legal issues, and public service announcements.
• Assists Human Resources Director in all aspects of personnel and maintains the H.R. Tracking System.
• Assists Fiscal with incoming checks, stamps for bank, copies, makes bank deposits.
• Assists Fiscal with vendor checks, matching to vouchers, and mailing.
• Assists Fiscal with preparing payroll checks for mailing.
• Orders office supplies and purchases items for the Indirect Cost Program and other programs as directed.
• Responsible for compiling and circulating Board packets and program correspondence as necessary.
• May attend Board of Directors meetings, take minutes and transcribe. Serves as Board staff secretary in absence of Human Resource Director.
• Processes office correspondence and files.
• Performs other assigned duties and or tasks as deemed necessary.

ENTRY
:

• Associate Degree in Secretarial Science or related field, and 5 years’ experience in Office Administration, Word Processing Software, Excel, Power Point, Publisher, Advertising and grant preparation.

• BS in Business Administration or related field and 3 years’ experience in Office Administration, Word Processing Software, Excel, Power Point, Publisher and three years’ experience in grant preparation.