Summary of Job Description : The Administrative Assistant II/ Receptionist will work directly with the President/CEO and will be responsible for performing several complex administrative and coordination duties across program divisions. The ideal candidate is highly self-motivated, works independently for most of their time, has a high level of responsiveness, integrity, and professionalism. This person can manage their workload and prioritize tasks in a fast-paced office environment. This position will answer the agency phone calls, greet customers, handle agency mail, and complete clerical tasks to support the Office of Home Energy Program.
Summary of Requirements : High School Diploma or equivalent required. Two-four (2-4) years of administrative experience, managing projects or comparable experience. Excellent typing, word processing scheduling communication and organizational skills. Skills and proficiency using Microsoft Word, Excel, Power Point, SharePoint, Microsoft Planner, Microsoft Teams, Outlook, or other software applications to retrieve data, create spreadsheets and reports. Strong sense of accountability, integrity, and ability to handle highly visible responsibilities. Must be guided by honesty, common sense, maturity, discretion, and the ability to maintain confidentiality of highly sensitive information. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy. Strong attention to detail and ability for timely follow-up is mandatory. Flexibility to work during the evenings on critical projects, meetings, arrange and attend programmatic events within the organization and on behalf of the organization. Creative and critical thinking with some analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work. Ability to successfully manage multiple tasks and meet deadlines while maintaining accuracy, attention to details, and adherence to company policies and procedures. Excellent verbal and written communication skills required. Friendly and professional demeanor. This job requires some local travel to offsite meetings and training. Access to reliable transportation required.
Responsibilities and Duties :
Administrative and Organization
Interacts with all levels of the organization and acts as a liaison between departments, outside agencies and vendors and staff members to coordinate responses to assignments assigned by President/CEO or Program Manager of OHEP.
Drafts and edits correspondence for the President/CEO including presentations, manuals, handbooks, policies, procedures, memos, and sensitive correspondence or other documentation.
Completes and disseminates meeting minutes for leadership and other meetings; Tracks follow up on action items assigned.
Ensures all programmatic office phone systems at each location are current, accurate and professional recorded salutations.
Schedule virtual and in person meetings, appointments events and manage travel itineraries.
Maintains an organized filing system of paper and electronic documents to include databases and spreadsheets for staff information, vendors, contracts, community partners, facilities, vehicles, and other information as delegated.
Maintains appointment calendar for VP, resolves meeting conflicts or over-scheduling immediately upon discovery.
Takes messages, receives calls, and routes correspondence to correct staff in the agency; This includes looking up customer information and routing to the correct program.
Generates, revises, and distributes routine documents such as phone lists, vendor lists, supervision schedules and reminders for critical tasks.
May provide direct services to customers as assigned.
Establishes client files on the OHEP State System.
Data entry of Client information in CAP60.
Validates proper documentation for applicants.
Assesses each mail-in and SAIL application for completeness and accuracy.
Determines Applicant Status and responds to customers promptly.
Keeps department data bases, contact lists, filing systems accurate and organized.
Identifies crisis applications for special processing.
Manages incomplete files.
Will assist in preparing and responding to audits and monitoring for OHEP dept.
Completes special assignments as assigned.
Special Projects and Reporting
Lead in maintaining calendar of report deadlines; Sends reminders in advance of report due dates to all leadership team members.
Assists in organizing, documenting, tracking, and monitoring project deliverables for special projects.
Will coordinate and compile cross division projects and reporting for routine reporting.
Compose and distributes updates for strategic plan initiatives.
Provide project management support for onboarding new programs, relocating or closing programs.
Communication and Client/Vendor Relations
Ensures the highest level of professionalism, integrity, and confidentiality in relation to information about customers and personnel issues.
On behalf of the President/CEO, remind departments of upcoming trainings, meetings or other critical communication as directed.
Assist in review of programmatic expenditure reports, invoices, and other financial documents.
Ensures timely response to all internal and external staff.
Coordinates consultant and other contracts as assigned.
Receives, processes and track vendor payments.
Mental, Physical, and Visual Demands:
Current driver’s license and the ability to drive is a requirement of the position, due to the nature of field work involved such as visiting sites for meetings, trainings, or other business.
Ability to take initiative, act independently and direct one’s own work. While performing the duties of this job, employees are regularly required to sit, walk, and stand; talk or hear, both in person and by telephone, use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.
While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with the community stakeholders including elected and appointed officials, staff, people served, the public and others encountered in the course of work.
Must have visual acuity to read paperwork, view a computer screen and the dexterity to operate a keyboard.
May be assigned to more than one Executive (no more than 2).
Normal office environment. Requires travel to various programmatic locations in the assigned county.
Must be familiar with basic office equipment (e.g., computer, facsimile, copier, scanner, postage machines, etc.)
This position description is intended to describe the essential job functions, the general supplemental functions, and the essential requirements for the performance of this job. This is not an exhaustive list of all duties, responsibilities, and requirements of a person so classified. Other functions or duties may be assigned, and management retains the right to add to, or change the duties of this position at any time.
Other duties as assigned.
Licenses or Certificates:
A valid Maryland driver’s License.
State and Federal Bureau of Investigation Criminal Background Check, National Sex Offender Public Registry Check, Certified Driving Record, Physical, Tuberculin PPD Tine Test at time of employment, and annually, or by physician requirement, thereafter, and Pre-Employment, Random, Post-Accident Drug and Alcohol testing.
Work requires limited physical effort.
Applications Accepted By:
The following documents are required based on job: In addition to your application and resume please provide a copy of your high school diploma. Applications and Documents submitted with missing information will not be considered. Do not send applications via Fax.
An Equal Opportunity/Affirmative Action Employer
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