Administrative Assistant

Personal Skills & Personal Characteristics:

• A genuine concern and empathy for unsheltered individuals and persons living in poverty
• A willingness and ability to work cooperatively and communicate effectively with co-workers and supervisors
• The ability to demonstrate emotional maturity with decision making in the middle of challenging or difficult events and/or situations.

Position Requirements:
• Answers telephones, routes calls, relay messages to appropriate staff
• Ability to manage and de-escalate challenging guests
• Data entry and good computer skills preferred
• Greets clients and visitors and directs them to appropriate staff or services
• Receives mail and separates Micah Center mail from other mail, then gives all other mail to Executive Director
• Be sure mail is picked up by postal service
• Receives in-kind donations and writes receipts for the donation if desired
• Adds postage to postage machine when needed - knows how to print postage for all types of packages 
• Prepares the away message on the main voicemail for closures and general voicemail
• Checks voicemail daily and routes calls to appropriate staff member/s
• Prepares door notices for agency closings for staff meetings, holidays, and emergencies (1 week before closing unless it is a staff meeting or emergency situation)
• Works collaboratively with Administration Building Staff in his/her absence, to ensure that the front reception area is covered by someone during business hours
• Keeps front office and mail/supply room both neat and organized
• Make sure holiday decorating is done before we close for Thanksgiving
• Make sure Kentwood water fountain has water/cups. If a new bottle is needed make sure it gets put on (someone can assist changing out if needed)
• Wipe down chairs, handles, light covers, etc. with disinfectant wipes and spray aerosol disinfectant one day a week or as needed 

General Tasks:
• Print donation acknowledgment letter, print address labels using mail merge, and stuff envelopes for acknowledgment/thank you letters after they are signed by the Executive Director and mails them
• Arranges shipments when needed
• Keeps inventory of cleaning supplies, office supplies, and janitorial supplies, and orders when needed 
• Fill requests of staff, individuals, and congregations for various promotional and publicity items (e.g. mailing of t-shirts, newsletters, annual reports, etc.)
• Provide administrative support to administrative staff (Executive Director, CFO, Director of Development, Director of Housing Recovery, Bookkeeper)
• Homeless Management Information Systems entry for Back Bay Mission guests
• Manages preparation and distribution of mailings to the Board of Directors
• Assists in organizing and managing hospitality details for Board of Directors meetings
• Works collaboratively with the staff person responsible for special events at the Mission
• Maintains an updated annual inventory of all office equipment, furniture, and supplies for hurricane season
• Assists Bookkeeper with stamping/mailing payments to vendors as needed
• Arranges maintenance/repair of all office equipment
• Maintains maintenance requests for BBM campus and distributes to appropriate channels
• Organization of brochures, appeals, and promotional materials in front hall closet
• Coordinate birthday lunches and make sure birthday cards are signed for all staff and bring cards to staff meeting for birthday person/people
• Check toilet paper, soap, and paper towels in men’s and women’s bathrooms in the administration building daily to ensure cabinets are fully stocked every week
• Add work campers new and/or updated information into Bloomerang within one week of receiving information.
• Attends monthly Back Bay Mission staff meetings and participates in staff development
• Other tasks as assigned by CFO or Bookkeeper