Administrative Assistant

Requisition ID: req42916

Job Title: Administrative Assistant

Sector: Administrative/General Office

Employment Category: Regular

Employment Type: Full-Time

Compensation: USD 16.40 - 18.90 Hourly

Location: Tallahassee, FL USA

Job Description

Job Overview: The Administrative Assistant is responsible for both receptionist services and administrative duties for the IRC Tallahassee office. As this position will serve as the first point of contact for all IRC client visits and phone calls, this position is not hybrid and will be expected to open up the office and close the office daily (8:30am-4:30pm).

Major Responsibilities:

• Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department. Manage flow of visitors during peak periods such as open office hours.
• Answer and direct incoming telephone calls for the Tallahassee and Miami offices. Take messages and answer basic questions.
• Assist with safety and security measures as required.
• Order and maintain stock of needed office supplies. Review inventory and monitor prices.
• Maintain office equipment including copier, fax, printer, scanner, and projector in good working order. Arrange for maintenance and repair as needed.
• Review intern applications, complete interviews with candidates. Make recommendations to Operations Coordinator on intern selections and supervise onboarding and training.
• Distribute bus passes and vouchers. Maintain accurate inventory and update Operations Coordinator with changes.
• Assists with ID badges and maintaining office photo lists.
• Assist with Operations Coordinator with IT issues and other system equipment. Monitor telephone system; update voice mail and extensions as needed for new staff and maintain office phone list.
• Ensure new staff and interns have access to ID cards, swipe cards and office keys.
• Receive and distribute mail. Process outgoing mail and deposit in mailbox on daily basis.
• Comply with agency policies and protocol.
• Other tasks and projects as directed by supervisor.

Job Requirements:

Education: High school diploma required; some university education preferred.

Demonstrated Skills & Competencies:

• Fluent in English with strong verbal and written communication skills. Additional language capacity would be preferred.
• Demonstrated proficiency with Microsoft Office programs including Excel, Word, and Outlook
• Must be well-organized, reliable, professional, detail oriented and flexible.
• Desire to work as a team member and in a multicultural workplace.
• Must have a valid driver’s license, active insurance policy, and access to reliable transportation.

Working Environment:

Standard office environment.

Compensation: Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirement.

Commitment to Diversity and Inclusivity: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

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