Office Administrator

Posted: August 13, 2008

Position Summary:
APICHA seeks a friendly, helpful, dependable and courteous professional to effectively manage Raiser’s Edge database as well as in and out of staff, vendor and clients, phone system, interface with IT consultant providing technical support to staff and coordinate other facility functions.

Essential Functions/Responsibilities:

Facilities

• Direct cleaning crew and monitor & order supplies from maintenance company
• Monitor security monitors & all alarms
• Primary contact with IT consultant company.
• Prioritize all computer-related requests for tech support and submit work order to IT consultant company
• Troubleshoot minor computer problems
• Troubleshoot & monitor server and email problems
• Direct contact with CARR Business (copiers) for tech and network support
• Manage phone setup, voicemail setup, etc.( for new and existing employees)
• Use Manager and Call Setup software to set up, monitor and fix phones
• Monitor long distance phone calls
• Maintain the effective operation of the reception area.
• Oversee the schedule of usage of the conference room, counseling and resource rooms.
• Maintain inventory of office supplies.
• Order office supplies.
• Manage the effective receipt and distribution of mail and facsimile.
• Manage incoming and outgoing mail including messenger service and overnight delivery.
• Support staff with needed clerical work including photocopying, typing and mailing.
• Mail media packets and general brochure requested by public.
• Other job duties as required or assigned.

Raiser’s Edge Database

• Responsible for entering and processing gifts and other constituent records into the Raiser’s edge database and for providing administrative support as needed
• Generate reports from database as needed
• Assist in prospect research as needed

Human Resource

• Track staff attendance and use of sign-up sheets.
• Volunteer hour tracking
• Staff Training hour monitoring record and maintain accounts receivable log.

Qualifications:

• College degree or equivalent experience required;
• Excellent telephone communication and interpersonal skills.
• Fluency in English; ability to speak an Asian/Pacific Islander language is a plus.
• Proficient in office computer use: Raiser’s Edge database, word processing, spreadsheets, electronic mail, internet, etc.
• Detail oriented with excellent follow-up skills.
• Ability to work in a culturally diverse environment
• Ability to work independently and be a good team player.
• Ability to work within an organizational structure.

APICHA is an equal opportunity employer that does not discriminate on the basis of age, race, creed, national origin, gender, disability, marital status, affectional or sexual orientation, or citizenship status.