ADMINISTRATIVE & TECHNICAL ASSISTANT

Summary/Objective
Performs all activities related to the support of the Administration offices (Human Resources, IT, Fiscal) and as assigned to the Executive Team, on a routine basis. Responsible for performing a variety of highly responsible administrative, secretarial, and operation support functions in a confidential and timely manner.

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Essential Duties/Responsibilities
•    Maintain the confidentiality of all information. 
•    Exercise professional judgement and discretion
•    Provide technical administrative support across departments utilizing Microsoft Office Suite and department-specific software.
•    Assist with inventory tracking, hardware management, and distribution. Assist with basic IT troubleshooting as needed.
•    Establish and/or maintain accurate agency administrative files, records, filing systems, and logs according to existing protocol in various formats both analog and digital. 
•    Part of front desk rotation responsible for greeting visitors in a welcoming manner and efficiently routing to appropriate staff during normal business hours.
•    Support tracking and organization of office supply inventory. 
•    Prepare, type, format, edit, and distribute routine and complex correspondence.
•    Schedule meetings, appointments, and special events as assigned.
•    Provide organizational and set-up assistance for on-site and/or remote meetings and events as assigned, including but not limited to refreshments, room set-up, and A/V set-up
•    Support special events, such as Annual Meeting, agency visitors, and community outreach by organizing and resourcing materials and supplies as assigned. 
•    Receive, process, facilitate, and disseminate information, including agency mail.
•    Provide executive administrative support on-site to President/CEO as directed.
•    Serve as an example of agency Standard of Excellence by exemplifying agency vision and goals.
•    Monitor compliance with all agency standards and contracted standards and legal requirements in maintaining confidentiality of information.
•    Demonstrate professionalism in relationships with customers/co-workers/supervisors to build rapport while refraining from inappropriately familiar personal relationships.
•    Complete and attest to accuracy of payroll records and submit for review and processing according to agency schedule.
•    Comply with HIPAA and agency confidentiality policies and report any potential issues immediately.

Other Duties and Responsibilities
•    Other duties as assigned 

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This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities that are required of the employee for this job. Activities, duties, or responsibilities may change at the Agency’s discretion at any time with or without notice.

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Required Education and Experience
Associate degree (A.A.) or equivalent from two-year College or technical school with two years’ related experience; or High school graduate or equivalent with five years' related experience; or equivalent combination of education and related experience. Excellent communication skills including writing, editing, and proofreading are essential. Knowledge and recent proven expertise with Microsoft Office Suite and database management software required. Strong skills in office organization, task prioritization and project management without direct supervision are imperative.

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Preferred Education and Experience
Experience in an IT support environment or proven technical aptitude.
Experience in nonprofit or business settings, with a strong preference for candidates who have worked in both. Demonstrated background in administrative support and office systems management. 

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Additional Eligibility Requirements
Must possess and provide annually valid driver’s license and documentation of current automobile insurance at agency-specified levels. 

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Expected Hours of Work
This is a fulltime non-exempt position. Agency business hours are typically Monday through Friday, 8:00am-4:30pm.  Hours may vary depending on the agency’s needs. This position is not eligible remote work.

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Travel 
Travel is throughout the agency’s service area during agency business hours. 

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Physical Demands 
The individual must be able to communicate effectively with others and enable understanding by others through communication. The individual is required to sit and/or stand for long periods of time.  

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Work Environment 
This job operates in a professional office environment using standard office equipment such as computers, phones, photocopiers, fax machines, etc. 

Interested applicants may submit a resume to jobs@agingihs.org.​​