Job Type
Full-time
Description
Sycamore Services is seeking an
Executive Assistant to provide administrative support to the Chief Executive Officer, and other Department Managers at Danville location.
Duties/Responsibilities: Office Administration
- Facilitate day-to-day office operation
- Monitor Executive Director's and other administrative calendars.
- Provide coverage for reception area and perform front-desk tasks as needed.
- Coordinate and facilitate meetings with external sources for purposes of audits, surveys or other business functions.
- Prepare and process purchase orders as needed.
- Compile and format monthly and annual data for executive review.
- Coordinate office systems to ensure efficiency throughout the agency.
- Collect and distribute information to satellite offices as needed.
- Produce annual report on service data and consumer experiences.
- Assist Executive Director with special projects as assigned.
- Monitor ongoing receipt and processing of waiver-funding documents
Administrative Team Support
- Perform tasks assigned by the Chief Executive Officer.
- Prepare minutes and materials for Board Meetings, Association Meetings and Administrative team meetings.
- Prepare reports or memorandums for external and internal distribution.
- Coordinate and facilitate contracts and grants as requested.
- Collect and report service data as requested by funding sources.
- Support all Program Directors as needed in absence of other Admin support
- Perform other duties as needed.
Information Management
- Oversee secured areas in the Administrative area.
- Develop and monitor electronic and paper filing systems to retain administrative information in an effective manner.
- Provide support to the Administrative Team during review of policies and procedures, forms, or other materials used throughout the agency.
- Compile program evaluation data and submit to state and federal offices as needed.
- Provide support for electronic systems hardware and software as needed.
- Respond to inquiries regarding staff, agency, programs or services by accessing appropriate resources.
- Utilize Active Directory to assign new network users and monitor security to assure proper access.
Administrative Team Liaison
- Respond to staff inquiries by providing information or appropriate resources.
- Provide back-up for other Administrative Support Staff as needed.
- Perform other duties as needed.
- Record and confirm incoming checks with bank deposits for cash maintenance reporting requirements.
- Agency Functions
- Act as full-time United Way Liaison, preparing/submitting all necessary reports by posted due dates.
- Coordinate and facilitate fundraising activities.
Requirements
- Need a strong working knowledge of word processing, databases and spreadsheet software. Knowledge of Windows products preferred.
- Excellent writing and communication skills.
- Good interpersonal skills
- Should possess excellent organization and facilitation skills
- Need a good working knowledge of rehabilitation services and programs
- Ability to be flexible, responsible and a team player.
- Ability to handle front desk and reception responsibilities: multi-task oriented.
- Basic understanding of bookkeeping and accounting principles.
Education and Experience: - Bachelor's degree in related field and/or extensive experience as Administrative Assistant.
Physical Requirements: - Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.