Front Desk Office Administrator / Executive Assistant to Director of Operations

Company Overview

Abe Brown Ministries is a non-profit, faith-based organization. We continue to establish excellence in re-entry services and services to children and families broken as a result of incarceration. Helping ex-offenders establish an intimate relationship with Christ while learning life skills and the value of gainful employment gives them hope for sustaining their family as well as their occupational and financial futures.

Job Purpose

The Front Desk Office Administrator & Executive Assistant to Director of Operations serves as the ministry's first point of contact with clients and the general public by providing a warm welcome. The successful candidate will be a motivated self-starter with a professional demeanor, and will possess a positive attitude and excellent verbal, written, and interpersonal communication skills.

Responsible for gaining knowledge of the business programs and basic procedures for Abe Brown Ministries, Inc /inspHire. This role supports the entire Ministry in providing reception, secretarial, operational, clerical, and administrative support to ensure that client service is provided in a courteous, effective, and efficient manner. Duties include answering the phone, greeting clients and guests of the ministry, making client referrals, preparation of correspondence, and supporting the Ministry staff, as necessary.

Duties & Responsibilities

Oversee ministry-wide communication, including:

• Greet, screen, and direct visitors and phone calls with a positive and helpful spirit

• Manage the phone system, including reviewing, responding, and redirecting ministry voice mail

• Handle sensitive information in a professional manner, including community service participant information, prayer requests, etc.,

• Create, review, respond to, and redirect emails

Perform various clerical and administrative tasks to maintain the day-to-day ABM operations, including:

• Distribute and manage mail, deliveries, and shipments

• Organize and maintain ministry-wide staff administrative supplies

• Communicate with outside parties regarding copiers, network printer, and other equipment needs

• Maintain the layout, organization, and cleanliness of staff areas, including the office, reception, and other areas as needed

• Process and maintain attendance using Microsoft Excel and other information received from ministry volunteers

• Work with and assist other staff members at the discretion of Supervisor

• Build effective relationships with all staff and volunteers to determine their administrative needs, including requirements and timelines, and methods to overcome any barriers that may hinder completion of tasks

• Assist with food bank distribution and data entry of food bank participants

Accomplish the job through…

• Strong people and customer service skills

• Strong organizational and time management skills

• Ability to assume and complete tasks with little or no supervision

• Aptitude to learn other computer programs, as needed (i.e. Canva, Adobe, etc.)

• Experience with data entry and database programs

• Demonstrate strong written and oral communication skills; ability to follow oral and written instructions

Qualifications

▪ High School Diploma or GED required.

▪ Associate degree or bachelor’s degree (preferred)

▪ Previous non-profit or ministry work-related experience (2 years minimum)

▪ Administrative experience (4 years minimum)

▪ Proficiency with Microsoft Office Suite (Excel, Outlook, and Word) and general databases.

▪ Maintain professional appearance and comply with company dress code.

▪ Excellent computer, typing, and data entry skills.

▪ Discretion; able to maintain complete confidentiality involving both clients and fellow employees.

▪ A positive, cheerful attitude with a heart for service.

▪ Dependable, professional, punctual, organized, flexible, and adaptable to administrative challenges.

Working Conditions

General office environment. Work is generally sedentary in nature but does require some standing and walking for up to 10% of the time. Work is generally performed within the office environment, with standard office equipment available.

Physical Requirements

▪ Must be able to read, write, and communicate fluently in English. Must have good vision and ability to lift up to 30 pounds.

▪ Must be able to spend long hours sitting and using office equipment and computers.

▪ May be required to do some light lifting of supplies and materials occasionally.