Administrative Assistant

Job Overview: The Administrative Assistant is responsible for both receptionist services and administrative duties for the IRC Arizona offices.

Major Responsibilities:

• Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department. Manage flow of visitors during peak periods such as open office hours.
• Answer and direct incoming telephone calls. Take messages and answer basic questions.
• Assist with safety and security measures as required.
• Order and maintain stock of needed office supplies. Review inventory and monitor prices.
• Maintain office equipment including copier, fax, printer, scanner and projector in good working order. Arrange for maintenance and repair as needed.
• Maintain donations inventory.
• Responsible for making ID badges and maintaining office photo lists.
• Liaise with building super on maintenance concerns. Monitor ongoing required maintenance.
• Liaise with cleaning company on daily service.
• Serve as first point of contact for IT issues, maintain familiarity with servers, network router, and other system equipment. Monitor telephone system; update voice mail and extensions as needed for new staff, and maintain office phone list.
• Ensure new staff and interns have access to ID cards, swipe cards and office keys.
• Coordinate calendaring and use of shared spaces such as conference rooms and classrooms.
• Receive and distribute mail. Process outgoing mail and deposit in mailbox on daily basis.
• Maintain physical and digital personnel files, documents, and information.
• Comply with agency policies and protocol.
• Other tasks and projects as directed by supervisor.

Key Working Relationships:

Position Reports to: Deputy Director, Operations

Job Requirements:

• High school diploma required; some university education preferred.
• Fluent in English with strong verbal and written communication skills.
• Proficiency in language(s) spoken by IRC’s clients is desired; including Spanish, Arabic, Dari, Farsi, and/or Pashto.
• Demonstrated proficiency with Microsoft Office programs including Excel, Word and Outlook
• Must be well-organized, reliable, professional, detail oriented and flexible.
• Desire to work as a team member and in a multicultural workplace.
• Must have a valid driver’s license, active insurance policy, and access to reliable transportation.
• In accordance with Arizona State Law, must possess or be eligible to receive a fingerprint clearance card.

Working Environment:

• A combination of standard office environment, remote work, and ‘field’ time within the service delivery area to perform the above outlined responsibilities.
• Occasional domestic (non-local) travel required; up to 10%.

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12-month time period.