JOB DESCRIPTION
JOB TITLE: Office Administrator
EMPLOYER: Commonwealth Autism
DEPARTMENT: Facilities
REPORTS TO: Operations Manager
Status: Full Time
Core values:
- Helpful:We share the instinct to help our customers, clients, and each other. Our community values our willingness to provide an experience that makes a difference.
- Curious:We ask bold questions,exploringnew ideas, andchallengingthe status quo. We create space to try, learn, and adapt to be stronger together.
- Beyond Self:We act withpurposethat transcends personal ambition. Our work is rooted in service beyond our self-interest. We createimpacttogether.
- Bold Integrity:We are honest and accountable with each other and the people we serve; we are not afraid to do the right thing to ensurewe'reaccomplishingour goalsofstronger, healthier communities.
- Desire and Passion for the Mission:We strive to make a difference in people’s lives.Webring heart, energy, and purpose in everything we do. Our mission is not just what we do but why we show up every day.
SUMMARY:
Responsible for front office reception andassisting with administrative tasks as needed.
DUTIES AND RESPONSIBILITIES:
- Provide a warm welcome to visitors in person and via phone
- Provide information as needed including information about CA Mission and programs and services
- Direct and transfer calls to appropriate recipient
- Provide general office assistance such as straightening meeting and training spaces, reserving meeting rooms, etc.
- Oversee Alliance Virtual Office functions
- Assist with messaging potential clients through the Food Corridor
- Lead potential clients on tours of meeting and training spaces and commercial kitchen
- Assist with other assignments as needed
SUPERVISORY and/or Primary RESPONSIBILITIES:
- This job has no supervisory responsibilities
- Assist with administrative tasks as needed
- Adhere to the document retention policy
- Assist with file management and maintenance, including cloud-based systems
- Maintain objectivity while representing CA and performing associated CA responsibilities.
- Provide accommodations in support of the Americans with Disabilities Act, when requested, as appropriate
- Communicate with transparency by keeping an updated weekly calendar that is shared via a shared calendar in Outlook through CA SharePoint account
- Follow through on all commitments and meet deadlines
- Be accessible by responding to emails and phone calls
- Work to problem-solve challenging situations by requesting help from supervisor or co-workers
- Model values of the organization
QUALIFICATIONS:
- High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience
- Proficient with relevant software programs (Word, Publisher, Excel, etc.)
- Strong communication (i.e., verbal and written) and interpersonal skills
- Dependable
- Ability to independently problem solve
- Ability to maintain control of work in a fast-paced environment while supporting a variety of assignments
- Ability to maintain confidentiality
COMPETENCIES:
- Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
- Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
- Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
- Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
- Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
- Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
- Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
