Administrative Assistant

IRC - The International Rescue Committee

Open positions at IRC
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Job Description

Job Overview: The Administrative Assistant is responsible for both receptionist services and administrative duties for the IRC Arizona offices.

Major Responsibilities:

- Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department. Manage flow of visitors during peak periods such as open office hours. - Answer and direct incoming telephone calls. Take messages and answer basic questions. - Assist with safety and security measures as required. - Order and maintain stock of needed office supplies. Review inventory and monitor prices. - Maintain office equipment including copier, fax, printer, scanner and projector in good working order. Arrange for maintenance and repair as needed. - Maintain donations inventory. - Responsible for making ID badges and maintaining office photo lists. - Liaise with building super on maintenance concerns. Monitor ongoing required maintenance. - Liaise with cleaning company on daily service. - Serve as first point of contact for IT issues, maintain familiarity with servers, network router, and other system equipment. Monitor telephone system; update voice mail and extensions as needed for new staff, and maintain office phone list. - Ensure new staff and interns have access to ID cards, swipe cards and office keys. - Coordinate calendaring and use of shared spaces such as conference rooms and classrooms. - Receive and distribute mail. Process outgoing mail and deposit in mailbox on daily basis. - Maintain physical and digital personnel files, documents, and information.

- Comply with agency policies and protocol. - Other tasks and projects as directed by supervisor.

Key Working Relationships:

Position Reports to: Human Resources Manager

Job Requirements:

- High school diploma required; some university education preferred. - Fluent in English with strong verbal and written communication skills. - Fluent in Spanish (ability to speak additional languages common among IRC clients is a plus – Arabic, French, Swahili, Dari/Farsi, Pashto, Haitian Creole). - Demonstrated proficiency with Microsoft Office programs including Excel, Word and Outlook - Must be well-organized, reliable, professional, detail oriented and flexible. - Desire to work as a team member and in a multicultural workplace. - Must have a valid driver’s license, active insurance policy, and access to reliable transportation. - In accordance with Arizona State Law, must possess or be eligible to receive a fingerprint clearance card.

Working Environment:

- A combination of standard office environment, remote work, and ‘field’ time within the service delivery area to perform the above outlined responsibilities. - Occasional domestic (non-local) travel required; up to 10%.

COVID-19 Vaccination Requirement****: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires candidates who are selected for interview to furnish proof of vaccination against COVID-19 in order to be considered for this position.

Commitment to Diversity and Inclusivity****: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer****: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $120 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

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Qualifications

Added 1 month ago - Updated 16 days ago - Source: rescue.org