Administrative Assistant

Buckner Children and Family Services Community: Administrative Assistant Location: 6358 Phelan Blvd, Beaumont, TX 77706 Shift: 8am-5pm  Job Schedule : Full Time

The Administrative Assistant serves in a strategic function at Buckner Children and Family Services to administer services through management of the established policies and procedures. Will also provide administrative support to the Regional Office Manager and other staff as assigned.

What You'Ll Do:

• Provide administrative support to the facility Regional Office Manager and other leaders to maintain filing system; research and analyze data to produce monthly reports; assist in budget preparation and ongoing monitoring of budgetary performance; transcribe meeting notes; and answer Program Director’s phone in his/her absence and initiate follow-up as appropriate.
• Oversee the operations of the local office as they pertain to clerical duties, mail and telephone coverage; analyze office needs and implement processes for efficient operation. Oversee the appearance of the Administration office.
• Coordinate communication with internal and external constituents including telephone calls, faxes, electronic mail, and written correspondence.
• Perform various administrative tasks including expense reports, enrollment paperwork and other assigned tasks.
• Maintain office machinery in good working order and ensure adequate office supplies are on hand at all times.
• Receive and compile monthly reports from various departments and ensure complete and timely delivery to corporate office.
• Perform bookkeeping tasks for accounts payable and accounts receivable. Make deposits for receivables.
• Receive and acknowledge donations from donors; maintain timely and accurate donor gift records.
• Assist with accurately and timely processing all employee transaction records according to Buckner policies and procedures.
• Accurately prepare and proofread memos, letters, spreadsheets and other documents and correspondence as required. Complete accurate and timely documentation.
• Receive, process, and distribute mail. Prepare outgoing mail; handle incoming and outgoing overnight deliveries. 
• Review and accurately process mail, faxes, emails, and other correspondence in a timely manner.
• Responsible for supporting and representing Buckner at special events, activities and other assigned functions.
• Maintain petty cash fund in accordance with established policies and procedures.

What You'Ll Bring:

• Requires understanding and ability to use simple arithmetic and grammar with accuracy.  Equivalent to knowledge normally acquired through the completion of four years of high school.  Requires ability to understand and carry out detailed oral and written instructions. High school diploma or G.E.D. required; Associate’s or Bachelor’s Degree preferred.  Requires ability to drive assigned vehicle(s) or personal vehicle, with appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under Buckner’s insurance policy. Must be age 21 or older to drive on behalf of Buckner. 
• Minimum 2 years prior office management and supervisory experience required; experience in telephone communications, preparation of business correspondence, and community contact preferred.
• Recent computer training or computer experience required. Word processing and spreadsheet experience required.  Excellent aptitude for using other office equipment such as copy machines, fax machines, typewriters, and calculators.
• Requires proficient ability to speak, read and write English professionally. Ability to speak, read, and write Spanish preferred.
• Requires accuracy in typing, letter composition, and record keeping.
• Requires job holder to work nights and weekends as needed to meet business needs.
• Work deals with areas such as preparing and reading data and figures, correspondence, emails, and visual inspection involving small details. Visual work is primarily close to the observer. Depth perception and field of vision (peripheral) are not as critical as the ability to distinguish small details and markings very near to the observer.
• Requires ability to work with frequent interruptions; maintaining flexibility and dealing with change; takes initiative.
• Requires ability to hear and receive verbal instructions, answer phones, communicate; articulate with accuracy to speak on the phone.
• Requires proficient skills for attention to detail and ability to maintain a routine.
• Requires excellent organizational skills.
• Requires ability to establish and maintain effective professional working relationships with co-workers, employees, and outside representatives.
• Requires excellent interpersonal and customer service skills; excellent public professional presentation skills required.

The above description reflects the details considered necessary to describe the essential functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job. 

About Buckner Children and Family Services: Since 1879 Buckner has been transforming lives through hands-on ministry, serving the most vulnerable from the beginning to the ending of life. Buckner is one of the oldest and most unique faith-based social service organizations of its kind, serving hundreds of thousands of people each year in the United States and around the world. Learn more about our programs and ministry at buckner.org.  Buckner is an Equal Opportunity Employer.  

The same way we treat our employees is how we treat all applicants – with respect. Buckner is an equal opportunity employer (EEO is the law). You will be treated fairly throughout our recruiting process and without regard to race, color, religion, ​age, sex, sexual orientation, gender identity, national origin, disability, or veteran status in consideration for a career at Buckner.