View complete job description. - Southwest Initiative Foundation

Southwest Initiative Foundation
Job Description
Position:
Administrative Assistant
Position Overview:
The primary purpose of this position is to provide professional day to day administrative
support to the program and accounting team members of the Southwest Initiative
Foundation, along with overseeing office supply inventory, as well as coordinating use of
SWIF’s conference rooms and other public spaces. The person in this position must be
intuitive, professional, friendly and helpful. Work requires continual attention to detail,
confidentiality, establishing priorities, meeting deadlines; and handling multiple
competing tasks and demands.
Major duties and responsibilities:
Administrative Support:
1. Provide exceptional administrative support and customer service to the
program staff and accounting
2. Provide support for event management & meeting logistics (venue, meals,
RSVPs), calendar updates & management and coordination of special
projects. (including web site calendars)
3. Maintain conference room calendar handle reservations from outside groups
and coordinate room set up & clean up, refreshments if requested etc., and
complete invoicing
4. Organize materials and supplies for field staff
5. Assist in organizing community forums and profile interviews.
6. Provide support for document and contract management for program staff.
7. Provide support to the accounting team as requested, including bank deposits
8. Reconcile the cash receipts log
9. Provide support to the communications department
10. Provide support to the loan department by filing and scanning documents.
11. Design and distribute program forms and surveys, and collect and compile
results.
12. Assists other administrative staff as needed; such as help with large mailings,
stuffing envelopes, coordinate large copying projects, preparing for special
events.
13. Process Mail
14. Main back up to Front Desk Coordinator
Reception:
1. Work with reception team to answer and manage all incoming calls utilizing a
multi-line telephone system. This includes answering the telephone, providing
information about the Foundation, takes and relays messages and/or direct
calls to SWIF staff and/or voice mail; returns calls as necessary.

2. Respond to routine requests for information from members of the staff, the
public or other individuals.
3. Provide work room assistance including:
a. Inventory, price, and order office supplies to stock workroom and field
offices.
b. Inventory, price and order/stock items for kitchen and conference
room, beverages, paper goods, etc.
c. Other assistance as needed, including copier problems and supply
locations
4. Provides hospitality to guests
Other:
1. Participate in all full-staff, operations team, and other work-group meetings as
appropriate.
2. Perform other office duties as assigned by Supervisor.
Knowledge, Skills and Abilities:
Reception/Administrative Support:
• Excellent and professional telephone skills.
• Bilingual
• Thorough knowledge of good office practices.
• High proficiency in Microsoft Software including Outlook, Word, Excel, Access
and PowerPoint
• Good overall communication skills including verbal and written.
• Ability to manage time, prioritize multiple tasks, enjoy serving others and work
well in teams. Integrity and confidentially are essential.
• Accuracy and attention to detail are a must.
• Able to lift 40 pounds occasionally
MINIMUM JOB REQUIREMENTS: Position requires two year post-secondary
education or three to five years experience in computer and office administration.
Microsoft Office experience preferred.
Reports to: Senior Administration and Grants Officer
Classification: Non –Exempt, Regular Part-Time, 4 hours per day
Office Location: Hutchinson Office
November 2012