Administrative Assistant

• Open and distribute incoming mail daily and assist with preparing outgoing mail as needed.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• May coordinate and schedule meetings and appointments for supervisors or directors.
• May prepare agendas and schedules for meetings.
• May record and distribute minutes or other records for meetings.
• Function as data entry backup.
• Count cash received from congregate sites and prepare daily bank deposits.
• Make daily bank run if needed.
• Deliver any special packages to post office.
• Be familiar with various program billing procedures and related accounting functions, in order to assist and act as back up when necessary.
• Assist the executive team with special projects as required.
• Attend training as required.
• Working in a customer-facing role, greeting individuals and connecting them with the proper staff required.
• Train volunteers and student workers on basic understanding of clerical procedure and systems as needed.
• Provide friendly, helpful, welcoming treatment to all guests, treating everyone as a priority
• Answer telephone and route calls; return all voicemails in a reasonable time frame and maintain accurate logs.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing, ability to enter data accurately into all program database.
• Technical proficiency with a personal computer and various software packages.
• Maintain an awareness of guest needs and role as communicator. Stay abreast of current agency programs and procedures.
• Ensure coverage for the front desk on a daily basis. In case of absence, secure replacement staff with your supervisor.
• Maintain desk area (clean entire desk area removing files, etc. and dusting under obstacles regularly)
• Assist different departments with day-to-day tasks and special projects.
• Work independently, handle confidential information, and stay on top of shifting priorities.

• Must be 21 years of age.
• Possess Valid driver's license, clean driving record and own transportation with current insurance coverage. Not have been convicted within 3 years of the date of application of any of the following offenses involving the operation of a motor vehicle: Driving Under the Influence of alcohol and/or drugs (DUI), Reckless Driving, Leaving the Scene of an accident involving death or personal injury, Drag Racing, Manslaughter, Reckless Homicide, Reckless Conduct.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office 365 applications.
• Excellent organizational skills and attention to detail.
• Perform all work in a manner consistent with Lifescape Community Services/Community Kitchen Programs mission, values, and philosophies.
• Ability to perform repetitive tasks with a high degree of accuracy.
• Knowledge of community resources.
• Technical proficiency with a personal computer and various software packages.
• Must be able to work and communicate effectively with older persons, persons with sight and hearing impairments, and persons with a variety of economic, social and cultural backgrounds with an emphasis on seniors.
• Ability to use effective service recovery skills to solve problems or service breakdowns when they occur.
• Ability to work independently and in partnership with other team members to ensure that questions are addressed, documented and all required acknowledgements are returned in a timely fashion.
• Must demonstrate accuracy, thoroughness, and responsibility for quality of work, and ability to take initiative to identify improvements. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
• Must possess the ability to manage change, delays, or unexpected events appropriately.
• Working with minimum supervision, following published and verbal standards, guidelines, policies and procedures developed by Lifescape Community Services/Community Kitchen, and state, federal and local laws.
• Reflect agency image in appropriate manner, behavior and dress.
• Ability to work with and respectfully interact with other employees and/or customers.
• Ability to build and contribute to a cohesive, collaborative, and goal-oriented team with a hands-on approach.
• Must be able to perform essential functions of position.
• Perform other duties as assigned by supervisor and the executive team.

Lifescape Community Services