LIOS Employment


JOB DESCRIPTION FOR ADMINISTRATIVE ASSISTANT

Position:             Administrative Assistant
Reports To:         Director of Finance
Status:                Full-Time Non-Exempt Regular Position
Work Schedule:  8:00 AM – 5:00 PM; Monday - Friday (not flexible)
Salary Range:     $12 -$15.00 per hour (DOQ)

 

The Leadership Institute of Seattle is a non-profit organization, providing graduate programs in applied behavioral science, as well as Continuing Education and Certification Programs. The focus of these programs is adult experiential education to develop leadership in times of personal and organizational change.

Position Purpose

The Administrative Assistant provides front desk reception services, along with administrative support to other office personnel. Frequently it is the first contact for potential students, consulting clients, and vendors, so this position is crucial to LIOS.

Functions and Responsibilities

  • Answers calls from automated telephone system and routes calls, answers questions.
  • Greets students and visitors, and directs them to appropriate personnel or departments.
  • Mails out information to inquirers on a regular basis, and is responsible for inquirer data entry in Access database.
  • Generates reports from Access database.
  • Monitors the voice mail system to ensure excellent service to callers, faculty and staff, and ensures greetings are updated, etc.
  • Opens and distributes mail to all faculty and staff.  Posts outgoing mail and packages, and delivers to the appropriate carrier.  Assigns mailboxes and organizes mail distribution.
  • Logs incoming checks and prepares daily reports for Accounting.
  • Monitors and maintains mailroom in an orderly and safe condition, providing easy access to stored items by appropriate personnel.
  • Accepts assignments from the Supervisor for special projects or administrative support to other departments.
  • Monitors usage and maintenance of mailroom office machines: copier, fax, postage meter, and printer. Maintains contracts and repair contact information. Change backup take for the database/server weekly.
  • Orders and distributes office supplies, and maintains supplies inventory. Participates in price negotiations with vendors.
  • Maintain master calendar and reader board updates.
  • Maintain conference room (restocking, resetting, basic cleaning and debris removal as needed).
  • Maintain phone system including adding new users and deleting old users.
  • Other duties as assigned.

Decision Making Responsibility

Decisions for most tasks beyond daily job routines will be made in collaboration with the Supervisor or, in the case of special projects, the project head, faculty, President, etc.

Qualifications and Requirements

Knowledge Requirements

  • Good working knowledge of computer systems. Knowledgeable in Microsoft Windows environment: Word, Excel, and Access.
  • Mastery of basic office procedures, including operation of office machines: fax, printer, copier, canofiler, etc. Must be proficient in removing paper jams, replacing toner, and resolving error message issues.
  • Mastery of databases: inputting data and generating reports.
  • Knowledgeable in file management.
  • Excellent reading, verbal and written English skills.

Skills and Abilities Requirements

  • Minimum of 50 WPM accurate keyboarding
  • Excellent customer service skills
  • Ability to troubleshoot sometimes complex problems with office equipment
  • Ability to handle a variety of tasks and work well under pressure and shifting deadlines
  • Ability to work independently, take initiative and ask for help as needed
  • Attentive to detail
  • Ability to follow established procedures, yet willing to initiate improvements in systems with supervisory approval
  • Ability to communicate diplomatically and effectively with others in person and on the telephone
  • Ability to work effectively with others as a team member
  • Ability to work well in an environment of diversity
  • Ability to successfully anticipate, identify, and resolve interpersonal and organizational issues
  • Clear penmanship and letter writing ability.

Personal Attributes

Due to the high level of visibility of this role, and how LIOS wishes to appear to its public, the receptionist is expected to maintain a very positive, welcoming public presence, as well as a high level of professionalism—in dress and demeanor. Additional attributes include:

  • Must possess the ability to add to an atmosphere of collaboration and integrity in our fun and friendly work environment.
  • Must take a calm and responsible approach to stress and problem-solving.
  • Must maintain a positive and cooperative approach to customer inquiries and relationships with co-workers.
  • Must be willing to express concerns and take initiative by proposing activities and processes to improve the effectiveness and efficiencies of the office.
  • Must recognize the personal value contribution s/he makes in the experience of the customer and the meaning that the customer makes about LIOS when interacting in the receptionist role.
  • Must be able to maintain confidentiality and recognize when something should be handled in a confidential manner even if not formally directed to do so.
  • Exercise professionalism in maintaining a soothing, quiet reception office/room.

Education and Experience Requirements

  • Minimum high school diploma or equivalent
  • Minimum one year experience in a similar office setting
  • Experience with mailroom duties (postage machines, Federal Express, UPS)

 

To apply, please send cover letter, salary requirements, and resume to:

Connie Shulman
Leadership Institute of Seattle
14506 Juanita Drive NE
Kenmore, WA  98028

Or email to:  cshulman@lios.org

LIOS is an equal opportunity employer.