Executive Administrative Assistant/Office Manager

Description:

The Executive Administrative Assistant/Office Manager is responsible for overseeing the daily operations of the office. In addition, the Executive Administrative Assistant/Office Manager supports the work of the Executive Director as needed and serves as the Governing Board secretary.

Supervisor:

Executive Directo r

Work Schedule:

260 days (12 months) FLSA status:

Non-exempt Retirement :

IMRF Essential Duties:

Must be able to work on-call for unplanned or emergency situations. Office Management Create and maintain user accounts including google accounts, phone assignments, staff logins, zoom accounts, etc. Manage licenses for a variety of software and subscriptions Asset management for computer devices including ordering, tracking, and configuring devices and serve as the administrator for the NCISC Google account Assist with Learning Stream, Authorize.net, and the Square system which are used by NCISC staff for registration and payment Troubleshoot and act as the primary point of contact for copier/scanner, postal machine, and other equipment and resources located in the workroom including ordering and maintenance as necessary Provide technical support for staff at NCISC an NCYAA Create and maintain emails for all staff/groups updated in admin.google.com Maintain FOB system for entrance into Suite 200 (NCISC and NCYAA) Business Office Support Maintain inventory of assets and coordinate repair as necessary Coordinate with the CSBO to support device refresh/updates Assist the CSBO with outsourced IT provider and Phone system provider as needed Assist with P-Card ordering and compliance Administrative Support Governing Board of Directors Acts as Board Secretary Assist in preparing the Governing Board agenda and packet Takes meeting minutes Posts agendas Set up the room including the physical space, technology, food, and/or supplies Maintain and organize files (paper and electronic) Assist the Board President with the distribution and collection of the Executive Director's evaluation information if requested Provide administrative support including but not limited to: Facility issues Planning events Ordering supplies and food Managing calendar and coordinating travel and conference registrations Preparing documents Expense reports and invoice processing Clerical duties such as answering phones, filing, preparing expense reports, etc. Update phone directory and distribute to all staff Correspondence for TI 1 Day applications/approval and other documents and information sent from or to our districts Fulfill other responsibilities as assigned

Minimum Qualifications:

Bachelor's degree preferred Minimum 3 years office experience required Proficiency in Microsoft Office Suite and Google apps including ability to type a minimum of 50 wpm Strong organizational and multitasking abilities Experience with providing basic technical support and familiarity with IT issues and topics Excellent written and verbal communication skills Ability to work independently and as part of a team Attention to detail and problem-solving skills Friendly and patient demeanor including conflict resolution skills Please see attached job description