Administrative Assistant

POSITION DESCRIPTION:

As an Administrative Assistant at Family Involvement Center, you will play a crucial role in ensuring the smooth operation of our Phoenix office. Your primary responsibilities will include providing administrative support to our Executive Director and serving as the first point of contact for visitors and callers. The ideal candidate should possess excellent organizational skills, a proactive attitude, and exceptional interpersonal abilities.

ESSENTIAL SKILLS REQUIREMENTS:

Specific job functions include (but are not limited to):

Primary Functions

• Provide administrative support to the Executive Director, including scheduling meetings, managing emails, and preparing documents.
• Greet and assist visitors, answer phone calls, and direct inquiries to the appropriate staff members.
• Manage the front desk area, ensuring a welcoming and organized environment.
• Handle incoming and outgoing mail and packages.
• Maintain office supplies inventory and reorder supplies as needed.
• Assist with basic bookkeeping tasks, such as data entry and expense tracking.
• Assist with event planning and coordination, including meetings and conferences.
• Perform general clerical tasks, such as filing, photocopying, and scanning documents.
• Collaborate with other team members to ensure efficient office operations.

Job Expectations

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Understands and adheres to all internal policies and procedures, training expectations, and AHCCCS covered guidelines.
• Works independently with minimal supervision.
• Manages multiple priorities with strong attention to detail.
• Ability to collaborate with other administrators and support personnel, management, and service recipients on a regular basis.
• Must demonstrate exceptional writing and communication skills.

EDUCATION & EXPERIENCE REQUIREMENTS:

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• Proven experience in administrative roles or similar positions.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Attention to detail and a high degree of accuracy.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong problem-solving skills and a proactive approach to tasks.
• Customer service-oriented mindset.
• Must be able to obtain fingerprint clearance through the Arizona Department of Public Safety (if applicable).
• Must have a valid driver’s license, clean driving record, reliable transportation and proof of registration and insurance as required by the Law in Arizona.
• Must be able to take on multiple job roles and tasks as assigned.