Overview
Administrative Assistant – Lorenzo Jobs in Lorenzo, TX at South Plains Implement
Description:
DEPARTMENT: Administration
POSITION TITLE: Executive Team Administrative Assistant
LOCATION: 393 Main Street, Greenfield
STATUS: Non-Exempt
SUPERVISOR: Director of Human Resources
POSITION SUMMARY
The Administrative Assistant is responsible for the organization and coordination of administrative office operations, procedures, and resources. This position performs a wide range of administrative support activities and assist coordinating Board of Directors meetings.
ESSENTIAL RESPONSIBILITIES
Support for the Executive Director and Executive Team:
Organize meetings, projects, and events. Including: coordinating venue, set up/take down, purchasing food (if applicable), taking minutes, and distributing minutes
Weekly Executive Team Meeting
Operations team meeting
Leadership team meeting
Coordinate the Executive Director and the Executive Teams schedules when requested.
Coordinate team travel itineraries, flights, hotel accommodation, and other travel needs.
Assist with audit preparations and on-site activities, as needed.
Secure appropriate signatures and track documents through the approval process on behalf of the Executive Director.
Provide assistance and support to the executive team on various projects such as:
Assist with Community Engagement donor database
Assist Community Engagement team in maintaining a roster and an inventory of CAPV brochures and materials.
Assist with internal and external staff and community engagement events
Assist with HR with committee meeting minutes.
Assist with Program Support
Assist Operations team by following up with vendors for projects/orders and the RFP process
Assist Operations team with office moves and updating signage
Act as primary site contact for 155 Pleasant Street, Northampton, 119 New Athol Road, Orange, and 393 Main Street, Greenfield.
Provide support for all office equipment (printers, phones, faxes, copiers, etc.). Includes troubleshooting problems, providing staff training, responding to staff questions, coordinating repair requests, and performing regular machine maintenance.
Act as primary contact for office supply vendors. Manage and monitor inventory of agency office supplies.
Make online purchases utilizing agency credit card as requested; comply with Fiscal policies and procedures.
Develop relationships with local vendors and obtain competitive quotes as needed for new materials.
Manage agency business card orders (semi-annually).
Assist with processing new and renewed grants, obtaining appropriate signatures, and submitting if applicable.
Comply with agency and funders’ paperwork requirements and procedures
Interact with external partners as well as Community Action leadership.
Maintains strictest confidentiality.
Performs related work as required.
Coordinate Board of Director meetings:
Coordinate the Board of Director meetings, including sending invitations, provide the agenda and materials, and ensuring a quorum is met for each meeting.
Attending Board of Director meetings to set up meeting room, make arrangements for food, take minutes, and clean up meeting room.
Coordinate with the Director of Development & Planning to maintain EOHLC compliance requirements and update the EOHLC online system.
Prepare the monthly reporting for Board of Directors and Committee meetings, training.
Coordinate the Community Action Board annual calendar.
Coordinate Board of Directors (BOD), ensuring board practices that uphold EOHLC standards Coordinate election of Hampshire & Franklin County community representatives consistent with agency by-laws and EOHLC regulations.
Maintain a current list of Board membership and terms and maintain required data about Board members (e.g., demographics required by funders).
This does not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities, and activities may be adjusted to meet the operational needs of the agency.
Requirements:
QUALIFICATIONS/SKILLS
We invite individuals with lived experience who are part of communities that have been historically denied a full opportunity in aspects of economic, social, and civic life to apply. These communities include, but are not limited to, BIPOC, LGBTQIA2S, persons with disabilities, and persons adversely impacted by multigenerational poverty or other inequality.
The ideal candidate will demonstrate the following competencies:
Interpersonal communication – verbal and written; in-person and phone.
Conflict resolution, problem-solving, establishing priorities, navigating change
Judgement and decision-making
Organizational and attention to detail skills.
Project Management
Customer Service skills; ability to engage with employees at all levels, external partners and collaborators, and board members
Adapt to changing priorities and demonstrate close attention to details
Proficient computer skills (Microsoft Suite and databases)
Work independently and collaboratively with a team. Promote equity by deconstructing barriers to a racially just system. Cultivate work environments that value truth-telling, courage, vulnerability, space to think and reflect, community-mindedness, hope, and openness to difficult conversations.
Key Knowledge and Experience:
Knowledge of social services, advocacy, and navigating resources
Knowledge of Franklin and Hampshire counties and North Quabbin regional organizations and resources
Experience working with marginalized communities and individuals with low incomes
Experience with data management, data capture, tracking methods and analysis for outcome measurements
To Qualify
Minimum Qualifications/Transferable Skills:
4 years of executive level administrative, office, and/or project management experience in a human services or business environment.
Notary public required or ability to obtain within 6 months of employment.
We encourage individuals who believe they have the skills necessary to thrive to apply for this role. We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying. Please be clear and specific in application materials how your background, lived experience, and transferable skills are relevant to this position.
PHYSICAL DEMANDS AND WORKING CONDITIONS:
The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Frequently required to sit, stand, walk, talk, use a keyboard, and climb stairs.
Sitting for long periods.
Working in an office environment.
Some bending and stretching required.
Extensive use of the telephone is required.
Manual dexterity required for use of calculator and computer keyboard.
Occasionally required to lift and/or move 20 – 30 lbs.
Specific vision abilities required by this job include vision, color vision and the ability to adjust focus.
The work environment includes indoor office environments or comparable spaces, and community spaces, with occasional exposure to outdoor weather when traveling to meeting sites. The noise level may vary.
AA/EOE/ADA
Employment is contingent upon successful completion of Criminal Offender Record check (C.O.R.I.) prior to hire and every three years. Evidence of a good driving record and ability to be covered under Community Action’s non-owned and hired vehicle policy.
Title: Administrative Assistant – Lorenzo
Company: South Plains Implement
Location: Lorenzo, TX
