Administrative Assistant

Job Summary

Under the direct supervision of the Director of Human Resources, the Administrative Assistant will act as a receptionist at Pivot’s southwest entrance and perform administrative and clerical tasks. Their responsibilities may include organizing and managing files, performing data entry into assigned systems, scheduling meetings and appointments, and supporting other staff with organizational tasks. As receptionist, they will receive visitors and direct them to the appropriate staff or department; provide information to visitors regarding Pivot’s programs, process incoming and outgoing mail and packages; and perform other work as required. The Administrative Assistant must exemplify the spirit of Pivot, modeling the core values of connection first, relentless compassion, and a commitment to never settle.

Responsibilities

• Act as a secondary receptionist at Pivot’s southwest (front) entrance:
  • Welcome visitors and notify the correct staff of their arrival (interviews, donors, tour groups, volunteers, etc.) or redirect visitors to the appropriate location on Pivot’s campus.
  • Facilitate donations that come through the front entry.
  • Receive, sort, and log all mail and packages, maintain the mail room, and promptly notify package recipients.
  • Fill the copier with paper and check for faxes at the beginning and end of each shift.
  • Use and maintain the postage meter for outgoing mail.
  • Help staff with questions about meeting room and vehicle availability.
  • Log and check out Pivot vehicle keys and spare security access badges to staff.
  • Create employee ID badges and manage security equipment and software.
  • Pull logs from Greetly to call roll during drills and evacuations.
• Administrative duties, including:
  • Make reference calls during new employee onboarding.
  • Organize and facilitate New Employee Orientation, including the creation and maintenance of the HR NEO presentations, and keep an accurate record of who has attended.
  • Coordinate the timely training and recertification of employees for CPR/First Aid/AED and Managing Aggressive Behaviors (MAB).
  • Maintain online HR databases with accuracy and timeliness in a confidential manner.
  • Maintain Pivot’s driver insurance policy and update the corresponding records regularly.
  • Maintain an up-to-date record of all agency job descriptions and training checklists for each position.
  • Creates all agency Payroll Action Forms and keeps record of them.
  • Create monthly Pivot Chronicle newsletter.
  • Coordinate Employee of the Month activities.
  • Assist with scheduling CARS intakes, assembling CARS packets, and making follow-up calls as needed.
  • Function as primary backup for fulfilling Unique Needs requests.
  • Perform other administrative tasks, including scheduling meetings, updating and sorting files, drafting and proofreading correspondence, and conducting research.
  • Willingness to learn and use new computer software programs.
  • Other related duties as assigned.

Qualifications

Applicant Must:

• Be 21 years of age, pass a national fingerprint criminal background investigation, and not be listed in any registry of sexual offenders.
• Pass a drug screening.
• Adhere to ALL Pivot and program policies and procedures.
• Demonstrate compliance with confidentiality/ privacy standards required by agency and law.
• Demonstrate professional conduct and appearance.
• Be compassionate, respectful, and tolerant of a wide variety of identities and personalities.

Education/Experience: Applicants for this position are required at a minimum to possess a

High School Diploma or GED Certificate. At least two years of office experience is preferred.

• Familiarity with productivity tools, such as Microsoft Office Suite
• Knowledge of email systems, including Microsoft Outlook and Gmail
• Perform routine clerical work; operate office equipment, and learn office methods, rules, and policies.
• Strong communication skills and use of correct English, spelling, grammar, and punctuation
• Understanding and carrying out verbal and written directions.
• The ability to work independently and seek help or assistance as needed
• Self-motivated and highly organized
• Distinctly dependable and trustworthy, with a strong and proven work ethic
• Typing at a speed of more than 40 words per minute from clear copy.
• Making arithmetic calculations.
• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced and at times stressful environment.

Expectations: Maintain working relations with staff and public. Recognizing and maintaining confidentiality of work materials. Working independently in the absence of supervision.

Needs to be able to give 40 hours a week and be dependable. Provides appropriate assistance to the public and staff of Pivot Inc.

Certificates, Licenses and/or Registrations: Possess a valid Driver’s License and current vehicle insurance verification.

Training: Within 90 Days: Attend New Employee Orientation, Become CPR/First Aid Certified, and complete Managing Aggressive Behaviors (MAB) Certification.

Complete understanding of all agency programs and services, and any training needed as deemed appropriate by supervisor(s).

Essential Functions/Physical Requirements

Includes bending/carrying/lifting/hand and finger dexterity/kneeling/vision/hearing

Sedentary    X         Light              Medium         Heavy            Very Heavy

Depending on the work assignment, may require ordinary ambulatory skills sufficient to visit other locations; light to medium weights up to 20 pounds. Requires good hand-eye coordination, and arm, hand, and finger dexterity, including the ability to grasp, and visual acuity to use a keyboard, operate equipment, and read technical information. Overall mobility is essential, including sitting for long periods of time, driving a vehicle, and working under challenging conditions.

Work Conditions: Work is performed indoors with moderate exposure to safety and health hazards related to exposure to infections, communicable diseases, blood and body fluids, electrical equipment, and chemicals, such as alcohol or bleach. No potential for bodily injury related to lifting and incidents of workplace violence.

Security: Adheres to the agency's confidentiality policies and procedures including HIPPA, Privacy, Corporate Compliance, Code of Ethics, and Conflict of Interest.

Supervision Received: The Administrative Assistant is supervised by the Director of Human Resources.

Work from home options: No