Administrative Support Specialist

  • Full-time

Company Description

The dream of Hopewell Center began in the early 1950's when a group of parents sought services for their children and founded Peter Pan Preschool. The group incorporated in 1966 and officially adopted the name Hopewell Center in May 1983.

As a private, not-for-profit agency, Hopewell has experienced rapid growth in services, personnel, and persons served. While originally focusing exclusively on persons with disabilities, Hopewell has expanded its services to families with infants and toddlers that are 'at-risk' due to developmental or socio-economic factors.

Hopewell now has an array of facility and community-based opportunities, including family services, children's services, employment services, and residential services. Today, nearly 200 caring professionals provide person-centered services to over 450 individuals a year.

Job Description

- Provides various clerical support services to agency staff as requested including but not limited to: filing, editing of and creation of documents.  

- Maintains working knowledge of office hardware including but not limited to: telephone, copier, printer, fax machine, postage machine, and computer. Coordinates repair of office equipment.

- Answers agency telephone and appropriately directs calls or answers questions. Utilizes a basic understanding of agency functions to appropriately assist or direct individuals. Maintains agency phone intercom directory.

- Issues employee disbursements to appropriate individuals with adherence to agency procedures.

- Distributes incoming agency mail appropriately and prepares outgoing agency mail as requested. Retrieves and delivers agency mail to/from the post office daily as required.

- Opens administration building at the beginning of business day. Readies the front desk, lobby area, and conference rooms for business. Secures administration building at the end of the business day following agency protocols.

- Schedules, reserves and prepares meeting rooms, securing equipment and other materials as necessary.

- Oversee the daily assignment of agency vehicles. Coordinate with appropriate persons to ensure monthly vehicle inspections are completed in a timely manner. Report any vehicle issues to the maintenance department.

- Provide organizational support to the administrative coordinator. Assist with maintaining organizational inventory structure of office supplies.

- Assist with agency fundraisers: logging items sold, totaling money, and forwarding receipts and money to accounting daily.

- Assists Administrative Coordinator, as directed, in the maintenance of employee personnel records. Copies and organizes documents for filing. Scans materials for digital recordkeeping. Purges documents and files in accordance with records retention procedure.

- Performs related duties as assigned, assuring the best interest of both the agency and the consumers’ welfare.

- Records incoming donations and forwards them to accounting. Assures agency acknowledgement of donations are sent.

Qualifications

- Must possess high school diploma or its equivalence, and previous clerical experience

- Working knowledge of Microsoft Office, specifically Word & Excel, with ability to demonstrate skills

- Working knowledge of standard office procedures and routines, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations

- Knowledge of standard English grammar, spelling, and punctuation, with ability to type with speed and accuracy

- Ability to operate a variety of office equipment, including but not limited to computers, printers, copiers, postage meters, and telephones

- Ability to follow verbal and written instructions

- Ability to effectively complete assignments amidst frequent distractions, interruptions and service to the public  

- Ability to work under pressure and meet formal deadlines

- Ability to follow all personnel policies and rules of the organization 

- Ability to maintain confidentiality

- Ability to effectively communicate with agency superiors and other personnel, consumers and their families, and the general public, with ability to provide assistance to clients to promote their independence

- Ability to provide excellent customer service

Additional Information

Benefit Offerings

  • 10 Paid Holidays
  • Generous Paid Time Off and Sick Time Plan
  • Tuition Reimbursement
  • 401k with Company Match
  • Medical, Dental, & Vision Insurance
  • Flexible Spending Account
  • Life Insurance
  • Long Term Disability Insurance
  • Employee Assistance Program (EAP)