Job Summary
The Administrative Services Supervisor is responsible for providing support to the agency and Stabilization Department’s centralized clerical and reception services in addition to agency-wide functions as directed by the CEO. This includes supervising front desk reception staff as well as supporting the headquarters building administration. This position carries out day-to-day support activities for the CEO and Solid Ground Board of Directors and conducts/oversees special projects.
Essential Responsibilities, Duties and Tasks
Supervision: Hire, train, supervise and evaluate front desk reception staff, and provide oversight and support to facilitate day-to- day performance of reception and clerical duties. This includes technical and backup support for encounters with clients in person, by phone, or via email. The reception services may also need to be adapted to the evolving needs of the Stabilization Department.
Board Support: Support and attend Board meetings through preparing and distributing agendas and meeting materials; record, transcribe and distribute minutes for these meetings. Provide administrative assistance to the Board President and Board of Directors on special projects and day- to-day activities as needed.
Facilities Management: Oversee the maintenance of the agency’s telephone communications system; Update signs communicating closure of services and/or building; facilitate locking and unlocking of doors; participate in safety committee meetings. Provide back up to the Facilities Manager when absent by assigning and issuing keys, contacting building vendors when necessary (janitorial, elevator, HVAC, etc), and handling building issues that arise.
Contract Management: Support electronic routing of grant and contract agreements for signature by appropriate staff; ensure that all required contract forms are completed, processed, and stored in a timely manner.
Event Coordination: Coordinate logistics for agency wide events, including catering arrangements, meeting locations, etc.
Document Management: Develop and maintain agency documents for internal and external uses as needed, including correspondence, procedures and memos.
Teamwork: Participate in Stabilization program, department and agency meetings and relevant trainings as required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Solid Ground is an equal opportunity employer committed to workplace diversity. We do not discriminate on the basis of gender, age, race and color, religion, marital status, national origin, disability or veteran status.
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