Hope Community Resources, Inc.

Anchorage: Administrative Executive Assistant

Job ID
2018-2328
US-AK-Anchorage
Type
Regular Full-Time

Overview

Job Summary:

 

The Administrative Executive Assistant provides services to Hope support recipients through their work in providing advanced clerical and administrative support to Hope Community Resources in a wide variety of capacities, including person, department, and region specific arenas. The Administrative Executive Assistant also frequently provides support to Hope’s executive and managerial team. This position completes detailed work including data entry; scheduling; and organizing, arranging and coordinating activities, while assuring effective communication and dissemination of information. This includes explanation of complex processes in an easy to understand manner to diverse audiences. The Administrative Executive Assistant requires a wide range of skills and problem solving abilities necessary to oversee and perform complex administrative and clerical support tasks. This position also requires a high degree of accuracy, organization and attention to detail in preparation and completion of varied tasks, including prioritizing duties with respect to their urgency and relative importance. The Administrative Executive Assistant maintains loyalty to the organization, its beliefs, values, mission, vision, and expectations and to the recipients of services.

Responsibilities

Job Duties:

 

  1. Completes a broad spectrum of clerical duties, providing support to executive and managerial teams. Independently troubleshoots and trains personnel in administrative and clerical capacities.
  2. Manages complex administrative workflow processes, collaborates and coordinates with mulita-department teams and makes recommendations for process improvements when applicable.
  3. Functions as a lead customer service representative for the agency to the general public and provides excellent customer service for clientele.
  4. Supports the customer service function by facilitating person to person communication; utilizing telephone, video teleconference and associated technology; and training personnel with associated equipment and tasks as needed.
  5. Assures all information, data and narrative reports, related to Base Grants and Mental Health Services meet Agency and State standards prior to transmittal through quality assurance and reconciliation processes.
  6. Receives and routes correspondence, telephone communications and other information in a timely manner and obtains appropriate signatures on documents as required.
  7. Assures mailing equipment is in good working order to include the postage meter and folding machine. Troubleshoots, trains, and processes billing on this equipment.
  8. Assists the Executive Assistant in providing leadership and mentorship to clerical staff within the Agency.
  9. Collaborates with the Program teams and Support Networks to provide information regarding training compliance and evaluations. Assists the team to ensure timely response for these mission critical items.

Qualifications

Required:

 

  • Associates degrees required. Experience in lieu of education may be accepted on a two for one basis.
  • Three (3) years' of progressively responsible office work experience required. Additional education may be accepted in lieu of experience.

 

Other:

  • Types at a proficient level (approximately 45 – 50 wpm)
  • Possesses a valid Alaska driver’s license.
  • Ability to safely operate Agency vehicles when needed. Possesses reliable transportation and vehicle insurance when transporting support recipients or conducting Agency business.
  • Pass a background check per Agency and State standards.
  • Lifts 25 pounds from a squat and kneel position on the floor.
  • May be required to frequently walk, bend, stoop, kneel, reach, pull, and/or push.
  • Works at a desk/computer workstation for a minimum of six (6) hours per day.

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