The Administrative Assistant II, under the supervision of the Director of Administrative Services, Facilities & Technology, is responsible for performing various clerical, administrative services and office management tasks in support of all agency programs. In addition, the position manages various business accounts and assists in supporting management of Hope's technology processes.

ESSENTIAL FUNCTIONS

The essential functions of this position consist of the ability to communicate and write with advanced spelling and grammar skills, perform basic math functions, read and comprehend what is read. In fulfilling this job, one must possess enough physical mobility to perform typing, copying, and filing, with or without reasonable accommodations. A valid driver's license is also required.

RESPONSIBILITIES

Achieve proficiency with the operation of all clerical office machines. Assist staff with the use of these machines as needed.

Support account responsibilities for various vendors and platforms (e.g.; printing postage, software, communications, and online business accounts).

In conjunction with other administrative support staff, answer and direct agency calls, screen and greet Reach Road Facility visitors.

Follow up on written correspondence and telephone inquiries.

Create, proofread, and file documents as required, maintaining both electronic and paper filing systems and developing departmental filing systems per departmental needs; including electronic forms

Under the direction of the Director of Administrative Services, Facilities, & Technology, with the administration of cellular phone contracts, including departmental plan and equipment review, equipment activation, training, and troubleshooting. This includes travel to Hope sites as needed.

Support Mobile Device Management (MDM) functions, including apple IDs set-up, device assignments, and system updates.

Manage the daily operations within the Verizon Business Manager portal system, including retrieving billing invoices for AP, managing cell phone plans and features, and ordering phones

Assist Director of Administrative Services, Facilities & Technology with managing the online Project Tracking System (HALO) with Blast IU17 IT staff. Act as a liaison between Hope Enterprises and Blast IU 17 Technology department assisting with IT support, intranet systems, and internal communications, including organizing Memphis documents for departments as needed, Formidable communications, and TablePress programs within WordPress.

Assist with projects, campaigns, and reporting requirements assigned by Hope/Hope Foundation administrative leadership.

Assist with coordinating Outlook calendar meetings for administration as needed.

Assist with bulk mailings and certified documents as needed.

Attend and participate in appropriate training sessions, seminars, and/or conferences.

Be cross trained with other administrative support staff to provide coverage of general administrative responsibilities across the enterprise ad needed.

Perform other duties as may be required or assigned

HOURS: 40 hours weekly, non-exempt position; Hybrid Office environment (remote and on-site as required)

IMMEDIATE SUPERVISOR: Director of Administrative Services, Facilities & Technology

POSITIONS SUPERVISED: None

Education and Experience:

Associate degree in business or a related field with 2-3 years of experience in a business/office setting; or a High School diploma with 3-5 years in a business/office setting

Skills Required:

Demonstrated word processing/computer skills, proofreading and clerical ability.

Advanced spelling and grammar skills, basic math

Proficient in Microsoft Office programs, Adobe Acrobat, WordPress

Efficient time management and organizational skills; ability to multi-task

Ability to manage multiple office-related contracts and troubleshoot with vendors as necessary.

Proficiency in the use of office equipment

Welcoming and pleasant demeanor required for greeting visitors, answering telephones and assisting Hope staff.

Valid driver license is required

Hope Enterprises, Inc.

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