Administrative Secretary

PURPOSE OF THE POSITION: To assist with a variety of administrative tasks. To contribute to the efficiency of the overall organization by ensuring assigned administrative duties are carried out timely and efficiently. SUPERVISOR: Director of Administration DUTIES INCLUDE:

• Assists in planning appointments, annual awards dinner, board meetings, special events, conferences etc.
• Attend meetings and keep minutes
• Receive and screen phone calls and redirect them when appropriate
• Make travel arrangements for executives
• Handle confidential documents ensuring they remain secure
• Prepare invoices or financial statements and provide assistance in bookkeeping
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports
• Assist Director of Administration
• Serve as primary contact with Eastern Data and Cobb Technologies
• Able to create professional, visual designs using Canva’s tools, templates, and features.
• Other duties as assigned Requirements QUALIFICATIONS:
• Proven experience as administrative secretary or similar administrative role
• Proficient in MS Office and “back-office” software
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of community action programs
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality
• High school diploma and five years of experience as an administrative secretary or similar administrative role; or Associates degree in business administration or related field with 3 years of proven experience as an administrative secretary or similar administrative role Benefits Hampton Roads Community Action Program (HRCAP) offers a comprehensive benefits package for full-time employees, effective the first day of the month following your hire date.

Benefits

• Paid Time Off: o 10 days of annual leave per year (accrued bi-weekly) for the first five years o Sick leave accrued at 5 hours per pay period o 1 paid day off annually for your birthday o 11 paid holidays, including major federal holidays
• Health & Wellness: o Medical, dental, and vision insurance available for employees and dependents o HRCAP covers 75% of health insurance premiums o Coverage begins the first of the month after hire o Pre-tax premium deductions via Section 125 Plan
• Retirement: o 403(b) retirement plan with a dollar-for-dollar match up to 3% after one year of service Additional details are provided in the HRCAP Employee Handbook and Summary Plan Documents.