Job description

ADMINISTRATIVE ASSISTANT

About Big Brothers Big Sisters (BBBS) of Miami

BBBS of Miami is an award-winning, innovative organization that ignites the potential within each child and advocates for them to explore the endless possibilities of what they can accomplish. Since 1958, BBBS of Miami has been South Florida’s premier mentoring organization, preparing future leaders in the community by matching youth (Littles) with committed adult mentors (Bigs). These relationships empower Littles to become productive members of the community. BBBS Miami has been recognized as an “evidenced-based model” of mentoring by the Office of Juvenile Justice & Delinquency Prevention and a respected legacy organization in South Florida.

BBBS of Miami’s mission is to create and support one-on-one mentoring relationships that ignite the power and promise of youth.

BBBS of Miami’s vision is for all youth to achieve their full potential.

*Awards and Recognition: BBBS of America Pinnacle Award (2021, 2020, 2019), BBBS of America Gold Standard (2020, 2019, 2018), Take Stock in Children of Florida Gold Luminary (2021) and Gold Award (2020, 2019, 2018), BBBS of America Quality Achievement Award (2017, 2016). Mentoring & Community Empowerment Award (100 Black Men of America, Inc.); NOVO Award for Program Innovation: School to Work Program (2010 Greater Miami Chamber of Commerce

POSITION PURPOSE

Key Relationships: The Administrative Assistance reports to Senior Director, Executive Office

Core Responsibilities:

The Administrative Assistance will:

• Welcome and assist Agency guests and visitors, and provide them with any necessary assistance, information or documentation

• Answer and screen all agency telephone calls in a prompt and courteous manner, screen and direct calls to the appropriate staff member or department, including their voice mail. Retrieve and route messages and inquiries left in the general voice mailbox to the appropriate party on a timely basis.

• Assist callers with questions and requests for Agency and Program information and inquiries on available participation opportunities with the Agency, upcoming activities, etc.

• Coordinate processing and distribution of incoming/outgoing faxes, as well as pick-up of mail from the lobby mailbox; processing incoming mail by date-stamping and distributing appropriately; process and stamp daily outgoing mail, and coordinate pick-up and distribution of all deliveries.

• Coordinate and process all requests for overnight mail (Fed Ex, USPS, etc.) and courier deliveries/pick-ups. Coordinate distribution of returned mail to the appropriate staff member/department

• Responsible for organization and upkeep of mail/supply room, including the ordering of all hospitality and general office supplies

• Coordinating all maintenance and repair of office equipment.

• Provide administrative support to the Senior Director of the Executive Office. Assist with meeting and material preparation, as well as perform any duties assigned to assist the President and CEO in the absence of the Senior Director, Executive Office. Provide administrative support to other departments as needed.

• Maintaining conference room reservation schedule, processing conference room reservation requests, and notifying Senior Director, Executive Office & appropriate staff of hospitality items needed for meetings.

• Assist when requested to set up conference room for all meetings (organize chairs, make coffee, set-up water, etc.) and clean up conference room at the completion of each meeting

• Attend and assist at special events as required. Attend all agency staff meetings and office support meetings.

• Preparation, tech set-up and attendance, as required by the Executive Office for all board meetings. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

• Maintains customer confidence and protects Executive operations by keeping information confidential.

• Responsible for the upkeep of the filing system as it pertains to the Executive Office

Personal Qualities and Key Credentials:

• High school diploma
• Two years working in the non profit, service or administrative industry preferred
• Self-motivated, highly organized and detail-oriented
• Verbal and written communication skills
• Basic math and accounting skill

Work Environment/Physical Requirements:

• Routine office environment with flexible work hours to meet customer needs.

• Must be able to remain in a stationary position at least 50% of the time

• Must be able to move about the inside of the office

• Must be able to exchange accurate communication

• Must be able to operate office productivity machinery (i.e. computer, copier, etc.)

• Must be able to lift office equipment up to 25 pounds

Location:

This position will be based in Miami, Florida, at BBBS of Miami headquarters at 550 NW 42nd Avenue Miami, FL 33126.

Compensation:

The Administrative Assistant is a full time non exempt position. This position is supervised by the Senior Director, Executive Office. The salary for this position is between $32,000 - $35,000 depending on experience. BBBS of Miami positions involve regular computer use plus some minimal lifting. The position will be based in Big Brother, Big Sisters Miami office.

Equal Employment Opportunity:

BBBS of Miami is an Equal Opportunity employer. Candidates are chosen on the basis of ability without regard to race, color, religion, sex, national origin, disability, marital status or sexual orientation, in accordance with federal, state and local law.

Americans with Disabilities Act:

Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

Commitment to Diversity, Equity and Inclusion:

BBBS values diversity and inclusiveness in the workplace, including with respect to the Agency Board, staff, and volunteers. The Agency has set a goal to build a diverse, high-performing workforce based on the Agency’s core values and has set forth a set of written commitments, outlined in the Personnel Policy Handbook, in accordance with this goal.

Job Responsibilities:

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties & responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. BBBS of Miami may change the specific job duties with or without prior notice based on the needs of the organization.

Background Clearance:

BBBS of Miami, mandatory complete FDLE background clearance on all employees pre-employment and tri-annually thereafter. The Agency adheres to all applicable Federal, State and Local Laws regulating the use of backgrounds for the purpose of employment, along with the Standards of Big Brothers Big Sisters of America.

Drug-Free Workplace:

Big Brothers Big Sisters is committed to being a drug-free employer. Although some State/Local Laws permit the use and possession of marijuana for both medical purposes and recreational use, Federal Law does not. Where the State Law and Federal Law differs, Big Brothers Big Sisters of Miami will typically comply with Federal Law and that is our position regarding marijuana. Following Federal Law, an in the absence of State/Local Law to the contrary, Big Brothers Big Sister of Miami considers marijuana to be an illegal drug for the purposes of our policies. Therefore, the legalization of marijuana does not affect Big Brothers Big Sisters of Miami rights to enforce our drug and alcohol policies, including our drug testing policies. Testing positive for marijuana may result in disciplinary action, up to and including termination of your employment.

Disclaimer:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification; it is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Job Type: Full-time

Pay: $32,000.00 - $35,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Miami, FL 33126: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 2 years (Required)
• Organizational skills: 2 years (Required)
• Administrative experience: 2 years (Required)

Work Location: One location

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