The Phoenix Residence
  • 24-Jun-2021 to Until Filled (CST)
  • West St Paul, MN, USA
  • $15-17.50
  • Hourly
  • Full Time, Benefit Eligible

Benefit Eligible


The Administrative Assistant/Office Manager handles all day to day office operations and management of equipment. Serves as the first face and or/ voice of excellent customer services that Phoenix visitors or callers will encounter. The AA/OM assumes a variety of administrative duties including computer work tasks, updating information by electronic means as directed, data base management, and assists with company print and or electronic publications. Looking for 60-80 hours every two weeks.


The Administrative Assistant/Office Manager reports to the Vice President of Operations who reports to the President/CEO, who reports to the chair of the Board of Directors. The Administrative Assistant/Office Manager is responsible for all clerical duties as directed by the Vice President of Operations. The AA/OM shall assist with all print and electronic publications including but not limited to posting information on designated sites electronically and other internal / external communications. The AA/OM may assist with maintaining the company data base. The AA/OM will schedule and assist with all necessary tasks for office meetings including ordering meals, securing equipment, preparing and copying documents.

The AA/OM must be an excellent writer; type's 40-60 words per minute and possess excellent proof reading skills. The AA/OM shall greet all visitors, direct applicants and answer the phones. The AA/OM is responsible for maintaining all office supplies and office equipment. The position requires strong communication skills, organization and flexibility. It requires meeting several deadlines per week. The position requires the ability to be employed part time working flexible hours as require. This is a non exempt position. The AA/OM must be able to handle multiple tasks.

JOB RESPONSIBILITIES and Essential Functions of the Job:

1. Answers incoming phone calls for multiple phone line system and directs calls in a courteous manner.

2. Greets visitors with a smile and assures that all visitors and employees are treated respectfully.

3. Maintains building security by locking doors and activating the security systems as appropriate.

4. Orders, stocks and maintain controls over office supplies within budgetary guidelines.

5. Coordinate office meetings including invitations, set up, ordering meals, equipment, documents, etc.

6. Assists with tasks related to fundraising and special events.

7. Ability to lift up to 25 pounds.

8. Types, copies and distributes policy procedures, job descriptions, weekly newsletter and other inter-office mail.

9. Assist in typing on-line publication of the Phoenix Flyer as directed.

10. Types, and mails business related documents as directed.

11. Maintains data base of VA reports, Workers Compensation reports and other reports as directed.

12. Helps to resolve computer related problems by directing individuals to appropriate person.

13. Maintains all office equipment and coordinates repairs of such equipment as appropriate.

14. Assists with maintaining vehicle maintenance schedules.

15. Reviews monthly bills for office equipment to assure accuracy and contact the appropriate vendor and the financial department with any discrepancies.

16. Assists with management of cell phone account, distribution and set up of equipment.

17. Complies with all safety guidelines and reports unsafe conditions immediately. Uses and maintains equipment in a safe manner.

18. Maintains cordial and professional relationships with all team members, residents and visitors. Presents self as an effective role model and representative of The Phoenix Residence, Inc. in work language dress, communication, professionalism and maturity.

19. Maintains privacy in handling of confidential employee and or resident related information. Display of positive, supportive and cooperative conduct at all times.

20. Adheres to all policies, procedures of The Phoenix Residence, Inc., all rules and regulations of licensing agencies, attends all mandatory and other job related in-services.

21. Extra projects, growth, responsibilities, training and in-services, committee participation.

QUALIFICATIONS and Essential Functions of the Job:

Bachelor's Degree preferred not required.

Excellent verbal and written communication skills

Ability to be employed part time flexible hours 30 or more hours per week.

Experience preferred.

Ability to read, write and speak the English language.

Ability to sit for long periods of time.

Ability to bend, stoops, and reach.

Experience with computer systems required: Strong knowledge of computers and use of Microsoft Word, Excel, Notepad, Publisher, Face Book, and Google Group.

Ability to lift 25 pounds

Ability to type 40-60 words per minute

Ability to handle multiple tasks

Excellent customer service skills on the phone and in person

The Phoenix Residence
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