Administrative Assistant

CETIP Administrative AssistantThe Cannabis Enforcement and Teen Intervention Project (CETIP) Administrative Assistant will ensure the efficient day-to-day operation of the office and support the work of management and other staff.Administrative Assistants should demonstrate competence in some or all of the following:Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.Build Relationships: Establish and maintain positive working relationships with others both internally and externally, to achieve the goals of the organization.Communicate Effectively: Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.Make Decisions: Assess situations to determine the importance, urgency, and risks, and make clear and timely decisions in the best interests of the organization.Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.Plan: Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.CETIP Administrative Assistant will perform a wide range of duties, including some or all of the following:Reception:Answer general phone inquiries using a professional and courteous mannerDirect phone inquiries to the appropriate staff membersReply to general information requests with accurate informationGreet members/parents/clients/suppliers/visitors to the organization in a professional and friendly mannerOffice Administration:Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documentsSort incoming mail, faxes, and deliveries for distribution to appropriate staffMaintain the photocopier with paper at all timesPrepare and send outgoing faxes and mailForward incoming general e-mails to the appropriate staff memberReceive and store the office supplies, ensuring that basic supplies are always availableMaintain the office supplies closet clean and organizedCode and file material according to the established proceduresUpdate and ensure the accuracy of the organization's databasesProvide secretarial and administrative support to management and other staffMake travel, meeting, and other arrangements for staffCoordinate the maintenance of office equipmentProvide Support:With the CETIP Director, prepare meeting agendas and supporting materials for distributionEnsure the timely distribution of materials to staffSupport the CETIP Director with meetings and other arrangementsDraft minutes during staff meetings