POSITION SUMMARY:

Under the direct supervision of the Executive Assistant, this position provides administrative, clerical, and front-office support. Responsibilities include greeting the public, managing a multi-line telephone system, assisting with Board meetings, processing incoming payments, maintaining records, preparing documents, managing mail, and maintaining an organized and welcoming office environment.

DUTIES AND RESPONSIBILITIES:

• Provides clerical and office support to administrative staff.
• Assists with Board meetings and related activities, including preparing and binding reports, coordinatingmeeting setup and cleanup, tracking attendance, arranging catering and hotel accommodations, obtainingBoard signatures, and completing related administrative tasks.
• Performs clerical duties including copying, scanning, faxing, typing, word processing, documentpreparation, archiving, and maintaining spreadsheets.
• Monitors office supply inventory and coordinates ordering as needed.
• Receives, verifies, and issues receipts for incoming payments, including cash, checks, and money orders;maintains accurate records and ensures documentation is provided to the appropriate departments.
• Greets the public, answers general questions regarding agency programs, and distributes agency formsas needed.
• Operates and manages the multi-line telephone system, appropriately routes calls, takes messages, and maintains the voicemail system.
• Receives, sorts, and distributes daily mail to employees and programs.
• Prepares outgoing mail, ensures proper postage, and prepares and receives UPS and FedEx packages.
• Performs clerical activities and prepares correspondence as required; files and maintains program and agency records.
• Assists with preparing file folders and other administrative materials for the Finance Department.
• Logs daily checks received and notifies appropriate recipients via email.
• Maintains a clean, organized, and welcoming reception and lobby area,including watering of the plants.

MINIMUM QUALIFICATIONS:

• High School diploma or GED
• One (1) year of administrative or clerical work experience.
• Valid Arizona driver’s license and clearance/approval by corporate auto insurer.
• Basic to intermediate proficiency with Microsoft Office products, including Word, Excel, and Outlook.

OR

• Any combination of academic education, professional training or work experience, which demonstrates the ability to perform the duties of the position.

PREFERRED QUALIFICATIONS:

• Two (2) years prior work experience in a non-profit agency or volunteer social work.
• Intermediate proficiency with Microsoft Office products, including Word, Excel, and Outlook.
• Bilingual (English/Spanish)

PHYSICAL REQUIREMENTS:

• Must be able to see a computer monitor.
• Must be able to lift fifteen (15) pounds).

 

PPEP INC. IS AN EEO EMPLOYER - MINORITIES/WOMEN/VETERANS/DISABLED