Administrative Services Coordinator
The Rural Alaska Community Action Program, Inc., (RurAL CAP), founded in 1965, is a private, statewide, nonprofit organization working to improve the quality of life for low-income Alaskans. We represent every region of the state as one of the largest and most diverse nonprofit organizations in Alaska. We value input from and have respect for all people. We believe that Alaskans have the right to maintain their cultural heritage and close relationship to the land while protecting their economic and human potential. Our programs in early education, housing, and health and well-being serve to alleviate the root causes of poverty. We deliver innovative, community-driven solutions in response to Alaska’s most challenging needs while supporting vulnerable individuals and communities statewide.
JOB SUMMARY: Supervises central office reception including staff and visitor interactions, offer general clerical support agency wide, and assists with board and executive administrative duties as assigned.
$28.46/hour
ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:
- Manages the front desk area ensuring security and safety of staff, visitors, and property per Agency Policy. Greets walk-ins in a pleasant and courteous manner, determines nature and purpose of visit, and directs them to appropriate point of contact or meeting space.
- Supervises Front Desk and Administrative Service Support staff, providing training, monitoring performance, and fostering a customer-oriented team culture.
- Operates multi-line phone system to answer and forwards calls to staff or their voice mail; uses intercom to page individual staff or make all staff announcements; and uses Microsoft Teams to connect to staff as needed.
- Manage inquiries about programs and services, and offer information to visitors concerning program schedules, eligibility requirements, and registration procedures via phone, email, and during designated welcome hours.
- Assist individuals in applying for the organization's programs and services by gathering required information and documentation for program enrollment, and then forward the application details to the relevant department point of contact for further assistance.
- Coordinates mail delivery/receiving, as building doors remain locked. Helps to Manage Mail Room cleanliness, receive and process incoming mail; date stamp and distribute to department mailboxes, open and process designated mail.
- Manage and Process incoming general agency email communications inbox and distribute to department and program points of contact.
- Performs general office duties; responsible for ordering office supplies in coordination with Procurement Department; maintains administrative files; assists in maintaining agency wide Policies and Procedures distribution to staff; in coordination with the Communications team, maintains agency mailing lists and special project mail-outs; in coordination with the Communications team.
- Provides support for agency and board trainings, workshops, conferences and events including arranging and reconciling all Executive Travel.
- Assists with the logistics of RurAL CAP Board of Directors meetings and general Board communications; arranges Board travel, prepares packets, assists with registration and related activities; assists departments with meetings; assists with meeting room setup and cleanup; sets up conference calls; takes minutes and transcriptions.
- Assist with Board and Executive Administrative tasks such as data entry, filing, sending email communications, document management and provide general administrative support to RurAL CAP divisions and departments at the direction of the Supervisor.
OTHER RESPONSIBILITIES:
- Adhere to front desk operations including opening and closing procedures, as well as adhering to agency safety protocols to ensure a secure and welcoming environment for staff and visitors.
- Keep accurate records of visitor logs, program registrations, and other relevant information.
- Remains informed of agency emergency procedures
- Maintain up-to-date knowledge of the organization's various statewide programs and services offerings and eligibility requirements.
- Coordinates with Purchasing Department staff to manage agency common areas such as the library, boardroom, meeting rooms, photocopy rooms and tea rooms.
- Serves as Assistant Executive Secretary to the Board of Directors; Records, prepares and distributes minutes for Executive Committee and Board meetings.
- Participates in research for special administrative projects as assigned, and produces related correspondence, and documents multimedia presentations at the request of the supervisor.
- Assists with overseeing agency files, historical records, subscriptions and periodicals.
- Assists with the production of a variety of agency publications such as brochures and handouts.
- Provides support when needed to the Volunteer Program Coordinator in coordinating volunteer activities such as scheduling, orientation, and tracking volunteer hours.
- Performs other duties as assigned
WORK ACTIVITIES:
Communicates effectively with staff, clients, and stakeholders across the Statewide Agency network to ensure smooth operations and coordination between front desk activities, program activities, and tasks assigned.
COMPETENCIES, SKILLS, AND ABILITIES:
- Ability to efficiently and effectively manage multiple tasks, responsibilities, and priorities simultaneously.
- Ability to convey information clearly, effectively, and professionally in various forms of communication, such as verbal, written, and non-verbal.
- Gives full attention to what other people are saying, taking time to understand the points being made and asking questions as appropriate.
- Communicates effectively orally and in writing as appropriate for the needs of a diverse audience.
- Possesses judgment and decision-making abilities to evaluate the relative costs and benefits of potential actions to choose the most appropriate one.
- Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Ability to establish a good rapport with people of diverse cultures and belief systems.
- Ability to read, comprehend, and follow established policies and procedures.
- Ability to manage work time well, prioritize and meet deadlines.
- Demonstrated ability to work effectively in a team environment.
- Must demonstrate sound judgment, courtesy, tact, professional boundaries, ethics, and ability to maintain confidentiality.
WORK ENVIRONMENT/JOB CONDITIONS:
- Agency is a mandated tobacco, drug and alcohol-free workplace.
- Develops and maintains constructive and cooperative working relationships with others.
- Uses computers and computer programs effectively to enter data, create spreadsheets and process information, and, develop documents, program and training materials.
- Develops specific goals and plans to prioritize, organize, and accomplish work.
- Communicates with others outside the organization, representing the organization to customers, the public, and other external sources in person, in writing, or by telephone or e-mail in keeping with current policies & procedures.
- Must have the ability to operate the following equipment: desktop computer, telephone, copier, PC printer, and fax machine.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- While performing the duties of this job, the employee is regularly to grasp, type, see, talk, hear, and lift and carry 50 pounds of weight by utilizing proper lifting techniques and working in a safe manner. This position will also be performing physical activities such as climbing, lifting, balancing, walking, stooping, bending, and handling materials.
- Occasionally performs sedentary activities that require sitting for long periods and repetitive use of hands, wrists and arms for handling, positioning, moving materials, and manipulating things.
- Must be in good general health and free from serious physical, mental health and/or substance abuse problems.
POSITION TYPE/EXPECTED HOURS OF WORK:
This is a full-time position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m. or hours vary with location. This position is mandatory in-person for the first 12 months, with consideration for hybrid work based on performance following annual review. Occasional evening and weekend work may be required as job duties demand.
TRAVEL:
Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.
EMPLOYMENT REQUIREMENTS AND REQUIRED EDUCATION:
- Must be at least 18 years of age.
- Must pass state and federal background checks, including fingerprints.
- High school diploma or equivalent, plus experience providing administrative assistance to managers, and programs.
- Responsible work ethic with reliable attendance.
- Proven ability and willingness to be self-directed in problem solving and decision-making and perform basic assignment with little or no direct supervision while also working effectively as a team member.
- Demonstrated intermediate level of computer skills necessary in order to use and create documents and reports, spreadsheets, workshop materials and slide presentations, and to enter data into intricate database programs and proficient use of Microsoft Word, Excel, PowerPoint, Publisher, and Outlook.
- Must keep all matters concerning participants in strictest confidence as required by HIPAA privacy and the 42 CFR, Part II confidentiality regulations.
- Must be able to provide own transportation to meet work schedule requirements.
- Must have a valid driver’s License and maintain a valid driver’s license throughout the course of employment. Must provide a copy of current driving record from the Department of Motor Vehicles annually.
- Must have an insured vehicle, present proof of insurance, and maintain proof of insurance throughout the course of employment.
PREFERRED EDUCATION AND EXPERIENCE:
- Bachelor’s degree plus two years of experience providing administrative support to multiple departments or managers OR equivalent six years of professional work in a relevant field such as office administration, business administration, communications, or a related position.
- Knowledge and familiarity with Alaska and rural Alaskan way of life.
EQUAL OPPORTUNITY STATEMENT (EEO)
RurAL CAP is an Equal Opportunity Employer and abides by the federal, state and local laws and regulations. These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex (including pregnancy, gender identity and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. As an Equal Opportunity Employer, we are subject to certain federal recordkeeping/reporting requirements. In order to comply, we will request information from you regarding ethnicity, race, veteran status, and disability status. Agreeing or refusing to provide this information is completely voluntary, will not adversely impact your possible employment, and will only be considered as part of your application upon your request in compliance with our Affirmative Action Plan.