This job was posted by https://joblink.delaware.gov : For more information, please see: https://joblink.delaware.gov/jobs/1299725

DESCRIPTION

SUMMARY:

Under the supervision of the Agency Director, the Executive Assistant is responsible for the day-to-day administrative support of the agency, from answering phones and receiving office guests to performing a variety of clerical tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer incoming phone calls, providing information or routing the caller to the appropriate staff member.

• • Perform intake of service inquiries received via phone or email with the goal of providing solutions and setting up an in-person consultation/assessment for services.
  • Gather information to determine services needed.
  • Set appointment for consultation/assessment.
  • Notify agency staff of scheduled appointments and potential service needs.
  • Send information to potential clients and/or client representatives; if services are beyond scope or outside of the agencys service area, provide alternate resources.
  • Log all inquiries onto the agencys CRM system.

• Greet and receive office visitors and direct them to the appropriate destination or individual.

• Process incoming and outgoing mail and faxes; distribute to the appropriate staff member; answer routine correspondence.

• Generate and send bulk mailings, newsletters, and agency correspondence.

• Draft memos, emails, reports, and other documents.

• Maintain organization of agency documents, records, and reports, including but not limited to filing, copying, electronic file organization, and scanning of miscellaneous documents.

• Maintain supply of printed agency forms, documents, packets.

• Maintain stock of office and cleaning supplies by regularly monitoring inventory level, anticipating needed supplies, placing orders for supplies, and verifying receipt of supplies.

• Ensure operation of office equipment by completing preventative maintenance requirements; troubleshooting malfunctions; and coordinating needed repairs.

• Monitor upcoming client and employee birthdays and anniversaries; ensure cards/gifts are sent to recipient for on time arrival.

• Maintain current contact lists and email distribution groups.

• Coordinate with vendors for regularly scheduled services and deliveries.

• Coordinate agency meetings and events.

• Maintain general housekeeping functions for the office, ensuring the entry way, reception area and all common spaces are kept clean, tidy, and professional in appearance.

• Run errands as needed, which may include but is not limited to dropping off outgoing mail, shipping packages, purchasing supplies, and picking up needed items for onsite events.

• Assist agency staff with additional tasks, which may include but is not limited to compiling information, internet research, searching documents or files, data entry, and placing outbound calls to acquire information (from vendors, regulatory agencies, and other third parties).