North Idaho AIDS Coalition (NIAC)

ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

DEPARTMENT: Office & Social Services Assistant           STATUS: Non-Exempt

REPORTS TO: Executive Director                                        SUPERVISOR: Executive Director

​

​

SUMMARY

​

The Administrative Assistant performs a wide variety of daily office duties to include greeting clients, answering, transferring, and taking phone messages. organizing files, preparing documents, filing, kit making, boxing and shipping kits, handling office issues such as wifi outages etc..., light bookkeeping, fundraising, event planning, attending events, ordering supplies, inventory, running errands, and keeping NIAC clean, sanitized, and organized on a daily basis. 

​

AGENCY PERFORMANCE STANDARDS

Maintain high level of professionalism and ensure confidentiality. Treat clients, staff, volunteers, board members, etc., with dignity and respect. Offer assistance to co-workers as needed. Take all necessary measures to properly use and maintain supplies and equipment. Respect the rights of co-workers to a productive workplace. Professional appearance and demeanor.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE​

​

• Assist with office management support.

• Assist the Executive Director with program, product, and delivery of services, fundraisers and outreach to donors and corporate supporters.

• Manage travel and expense reports for staff and prepare monthly reports.

• Monthly accounting reconciliation reporting of expenses charge to credit card.

• Monthly accounting reconciliation of Petty Cash.

• Answer, screen and direct telephone calls, and make photocopies.

• Open, sort, and distribute interoffice mail.

• Prepare mail and packages for delivery to post office/mailbox.

• Record donations in receipt book and send thank you letters to donors.

• Fill supply requests and adhere to budgeting practices. Maintain, stock, and organize office supplies.

• Maintain mailing lists, master passwords and all social medias sites: Webpage, FB & Twitter

• Create newsletter, work with graphic designers to create event and organizations programs, flyers, posters, signs, brochures, etc.

• Maintain a current knowledge of HIV and AIDS medical treatment and disease trends.

• Complete HIV and Hepatitis C testing training and perform HIV testing and counseling.

• Coordinate volunteer activities and assist with community outreach.

• Clean the office daily. 

• Assist medical case managers (MCM) with filing and perform other administrative responsibilities as requested.

CUSTOMER SERVICE

• Responds to customers and clients and direct all client requests/issues in a professional manner to medical case managers.

• Identifies and respond to customer problems in a timely manner, and seeks

feedback/follow-up as appropriate.

• Builds effective working relationships as appropriate.

KNOWLEDGE

• Demonstrates knowledge of the organization’s culture, practices, business, and structure.

• Demonstrates knowledge and adherence to basic organizational policies, procedures and processes.

INITIATIVE

• Takes initiative beyond routine responsibility.

• Seeks out and accepts new responsibilities.

• Seeks development opportunities to enhance skills.

 

ACCOUNTABILITY

• Owns mistakes and takes corrective action.

• Meets work deadlines as assigned.

• Meets firm standards for attendance and punctuality.

 

WORK MANAGEMENT

• Works well independently.

• Demonstrates dedication to producing quality work product.

• Pays attention to detail when completing work assignments.

• Organizes and prioritizes workload appropriately.

• Utilizes resources appropriately to complete work in the most efficient manner.

• Cooperates and demonstrates flexibility when facing change.

 

COMMUNICATION

• Interacts effective and courteously, in person, by telephone, and in writing with supervisors, co-workers, clients, and other business professionals.

• Proactively communicates the status of work.

• Understands the need to ask questions and seek guidance.

• Expresses thoughts clearly, accurately, and concisely, both verbally and in writing.

 

TEAMWORK

• Builds effective relationships with coworkers.

• Participates and contributes fully as a team member.

 

TECHNOLOGY

• Utilizes available technology to carry out job responsibilities.

• Determines most appropriate technology to accomplish a given task.

• Seeks ways to utilize technology to improve efficiency.

 

​

QUALIFICATIONS

• AA or 4-years administrative experience

• Must pass state background check.

• Must have current Driver's License and current insurance. 

• Attention to detail, good organizational, and analytical skills.

• Flexible attitude and the ability to deal well with changing assignments and priorities.

• Professional appearance and demeanor.

• Must be reliable. 

• Ability to lift 30 lbs.

 

We are an Equal Opportunity Employer and do not discriminate against employees or applicants on the basis of race, color, national origin, ethnicity, citizenship status, religion, age, gender identification, pregnancy, marital or familial status, gender or sexual orientation, veteran or military status, physical or mental disability, genetic information, or on the basis of any other status protected by law, and in compliance with applicable federal, state and local laws

​

​

​

Please send brief cover letter, resume. and 3-references to theresa@northidahoaidscoalition.org 

​

​

​

​