Administrative Associate

Provide administrative support and assistance to the office manager. Duties include general clerical, receptionist and project-based work. Project a professional company image through in-person and phone interaction.


  1. Daily:
    1. Distribute newspapers and mail.
    2. Greet visitors, answer phone calls and relay messages.
    3. Correspond internally/externally via e-mail.
    4. Daily check deposits using a remote capture system.
  2. Weekly:
    1. Report birthdays, anniversaries, and tour information at Fun Monday meeting.  
    2. Update and print/email next week’s tour details for Enrichment Program Director, Facilities Maintenance Associate, appropriate Converting Facilitators, and other interested Admin personnel.
    3. Take inventory of office supplies.
    4. Complete Enrichment Purchase Orders.
  3. Monthly:
    1. Distribute associates’ birthday and anniversary list and cards.
    2. Schedule monthly Admin Birthday Celebration.
  4. As Needed:
    1. Order office supplies, coffee/water, and associated supplies.
    2. Order floral arrangements for various associate events.
    3. Schedule tours and convey pertinent information to appropriate staff.
    4. Track and record tours in Apricot.
    5. Other duties as assigned.

Core Competencies

  • Problem Solving – Takes proactive approaches to address challenging issues whenever they emerge. empowers others to seek information that improves their ability to develop and assess a variety of potential solutions to resolve challenges.
  • Communication & Relationships – Both oral and written communication. Ability to identify, understand, and anticipate the emotions, concerns, and thoughts of others. Promotes a friendly climate by maintaining cooperation, pride, trust, and team spirit. Reflects a positive attitude, promotes teamwork, speaks positively about others, and treats others with respect.
  • Teamwork – Actively participates in team. Encourages co-operation. Aware of needs of others and responds flexibly. Shares information and supports team members
  • Flexibility - Openness to different and new ways of doing things; willingness to modify one's preferred way of performing tasks.
  • Judgement – Includes appropriate people in decision-making process.
  • Planning/Organizing – The ability to establish a process for activities that lead to the implementation of systems, procedures, or outcomes.
  • Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Thoroughness – Ensuring that one's own work and information is complete and accurate.
  • Resourcefulness – Ability to get things done in the face of obstacles and constraints by identifying what’s in front of one and optimizing available means.
  • Dependability/Reliability – Maintains punctuality enabling the successful performance of job related tasks.

Required Education – Experience

  1. 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.
  2. Ability to read and comprehend simple instructions; short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in a one-on-one and small group situations to customers, clients, and other employees of the organization
  3. Proficient in the use of MS Office (Excel, Word, Outlook Express, etc.) Should have knowledge of Microsoft Dynamics GP 2015 accounting software: E-tapestry database.
  4. Knowledge of check depositing.