Administrative Assistant CPO – General

Full Time

Full Year

Job Summary:


This administrative position assists Director of Administration, President/CEO, and general programming of the Community Partnership of the Ozarks, Inc.

Evaluation:


The Director of Administration, following adopted policies of Community Partnership of the Ozarks, evaluates the Administrative Assistant.

Reporting Structure:


The Administrative Assistant will report to the Director of Administration.

Duties and Responsibilities:


  • Responsible for handling incoming phone calls and voice mail;
  • Distributes daily incoming mail and takes mail to the post office at the end of each business day;
  • Travels within Springfield to run errands, purchase, deliver or pick up supplies as directed;
  • Develops correspondence in the form of e-mails, letters, memos, meeting notices, etc. for program staff as directed;
  • Places food orders for meetings and helps set up for meetings and events in the office and in the community as needed – works with front office personnel to ensure lobby and meeting rooms and kitchens are clean and tidy;
  • Assists CPO staff preparing newsletters and mailings;
  • Responsible for maintaining shared Outlook calendars for meeting spaces within organization;
  • Responsible for ensuring that the copy room and supply rooms are neat and organized on a weekly basis;
  • Assists CPO staff and volunteers with troubleshooting minor technology or equipment-related issues;
  • Maintains adequate supply of the CPO purchase orders (POs) and other forms;
  • Maintains inventory of all office supplies and distributes them as needed;
  • Maintains various databases and prepares reports;
  • Assists Director of Administration as back up for checking out IT equipment and business credit cards;
  • Sends out meeting notices as directed via e-mail;
  • Is cross-trained on all office equipment as well as bulk mail and regular mail procedures and will be back up Director of Administration in her absence;
  • Maintains confidentiality;
  • Takes and maintains meeting minutes for various meetings, committees, collaborative meetings, and other groups as directed;
  • Submit monthly in-kind reports;
  • Updates staff lists and documentation;
  • Maintain accurate records of donations received by CPO by utilizing filing systems and online donor database;
  • Compiles and maintains RSVP lists for meetings, events or other activities as directed;
  • Assists with front desk duties at the Community Partnership’s O’Reilly Center for Hope as needed;
  • Assists Director of Administration in any other duties, projects and assignments as needed;
  • Participate in CPO’s resource development/fundraising activities;
  • Other duties as assigned.

Essential Qualifications/Skills:


  • Minimum of High School Diploma or equivalent;
  • Strong computer skills, including Microsoft Office suite and internet expertise;
  • Lift, push or pull up to 50 pounds essential;
  • Time management and organizational skills are a must in order to handle multiple tasks with various priorities;
  • Must be able to work in a fast-paced environment;
  • Must be punctual;
  • Must be detail oriented and accurate;
  • Must demonstrate strong computer and typing skills as well as written and oral communication skills;
  • Must demonstrate a professional and friendly manner in dealing with the Partnership's staff, committees/task forces, clients and the general public;
  • Must be able to effectively communicate the mission and work of the Community Partnership of the Ozarks, Inc.

Position Clarification:


This is a non-exempt full-time position.