Current opportunities

Administrative Assistant

Reporting to the Executive Director, the Administrative Assistant provides administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Employee must demonstrate ability to work effectively with others (including co-workers, customers, and others) by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; and addressing problems and issues constructively to find mutually acceptable and practical business solutions.

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ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

• Answer and direct phone calls.

• Cover the reception desk by greeting and assisting visitors, answering questions and requests.

• Assist in educational program check in.

• Assist in event planning and logistics as required.

• Assist in the preparation and generation of regularly scheduled reports.

• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

• Consistently and appropriately represent the mission, goals and philosophy of Rescue Ranch.

• Coordinate office procedures.

• Coordinate repairs to office equipment.

• Develop and maintain electronic and manual filing systems.

• Develop and update administrative systems to make them more efficient.

• Update website content as required.

• Handle sensitive information in a confidential manner.

• Maintain contact lists.

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

• Maintain up-to-date employee vacation records.

• Organize and schedule staff meetings and appointments.

• Photocopy and print out documents on behalf of other colleagues.

• Prepare purchase requisitions.

• Produce and distribute correspondence memos, letters, emails and forms.

• Receive, sort and distribute the mail.

• Research and create presentations.

• Resolve administrative problems.

• Take accurate minutes of meetings.

• Must be able to work Saturdays and special events as required.

OTHER DUTIES AND RESPONSIBILITIES include the following.

• Participate in management staff and planning meetings.

• Provide ongoing staff support and assist with special projects as assigned.

• Conduct tours for visitors.

• Ensure a safe work environment; implement and ensure adherence to safety guidelines and safe work practices.

• Maintain a clean, healthy and sanitary work area; participate in keeping the Rescue Ranch grounds and facilities clean and well maintained.

• Performs other duties as assigned and reasonably within the scope of duties enumerated above.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• Proven 4 years admin or assistant experience is preferred.

• Proven attention to detail with organizational and time management skills; ability to prioritize work and meet strict deadlines.

• High school diploma or equivalent; college degree preferred.

• Knowledge of office management systems and procedures.

• Attention to detail and problem solving skills.

• Excellent written and verbal communication skills.

• Strong organizational and planning skills.

• Must be able to work weekends and special events as required.

• Must be able to handle all situations calmly and efficiently.

• Results-oriented, creative, collaborative work style.

• Experience developing and implementing management policies in a positive and fair manner

• Strong interpersonal skills to handle sensitive and confidential situations.

• Must have intermediate to advanced technology skills-word processing, spreadsheets, database; electronic presentation, social media; internet navigation, etc.

• Word Press experience a plus.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

REASONING ABILITY:

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.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, outside weather conditions, extreme cold, and extreme heat. The noise level in the work environment is usually moderate.

HEALTH AND SAFETY RESPONSIBILITIES:

Adhere to all safety rules and procedures. Bring unsafe acts and conditions to the attention of the Executive Director. Correct hazards and unsafe conditions. Train other associates in safe work practices. Investigate accidents, near-accidents, and potential hazards as required. Actively participate in housekeeping activities and safety and health programs.


If interested in this position, please email your resume and a completed application to ekinsch@rescueranch.com.

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