POSITION DESCRIPTION

ESSENTIAL DUTIES AND RESPONSIBILITIES

In addition to all components of the above position summary the following "Essential Duties and Responsibilities" are essential to successful performance in this position:

1.  Perform general office duties, such as answering phones, responding to emails, and managing correspondence.

2.  Greet visitors and assist them with inquiries or direct them to the appropriate personnel.

3.  Maintain electronic and physical filing systems, ensuring all documents are accurately organized and readily accessible.

4.  Assist in scheduling appointments, meetings, and conference calls.

5.  Prepare and distribute memos, letters, reports, and other documents as needed.

6.  Coordinate and oversee facilities maintenance activities, including routine inspections, repairs, and cleaning services.

7.  Collaborate with external vendors and contractors to schedule and supervise maintenance and repair work.

8.  Monitor and maintain inventory of office and cleaning supplies, ensuring adequate stock levels.

9.  Assist in organizing and coordinating office events, meetings, and conferences.

10.  Manage office equipment, including copiers, printers, and telecommunication systems, ensuring proper functionality and maintenance.

11.  Assist with basic bookkeeping tasks, such as invoicing and expense tracking.

12.  Collaborate with other administrative staff to ensure smooth workflow and effective communication within the office.

13.  Provide administrative support to various departments as required.

14.  Perform other duties as assigned by management.

15. Adheres to ethical and conduct standards as established by professional licensure and Phoenix House policies.

16. Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements, completes all training on time

17. Attends and participates in program and all staff meetings

18. Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others

SUPERVISORY RESPONSIBILITIES

The incumbent in this position has no supervisory responsibilities.

REQUIREMENTS

To perform this position successfully, you must be able to perform each essential duty and responsibility satisfactorily.  Reasonable accommodation may be made to enable individuals with disabilities to perform their essential duties and responsibilities.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

• College Degree in Office Administration or related field preferred.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
• Excellent communication skills, both written and verbal.
• Strong organizational and time management abilities.
• Attention to detail and accuracy in all tasks.
• Ability to multitask and prioritize tasks effectively.
• Professional demeanor and strong customer service skills.
• Familiarity with basic accounting principles is a plus.
• Ability to maintain confidentiality of sensitive information.
• Flexible schedule with availability for part-time hours.
• Legal authorization to work in the United States.
• Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For- Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking