Internship Position: Administrative Office Assistant
Internship Term: Summer/Fall 2014 (Maximum of 625 hours)
Internship Compensation: $8.00 per hour
Office Assistant Purpose: Maintain office operations daily; receive and distribute all communications; serve partner families, vendors and volunteers; maintain office supplies and equipment.
Office Assistant Duties:
• Forwards information by receiving and distributing communications; collecting, creating and mailing correspondence; creating, copying and filing information and documentation.
• Uses and maintains office equipment; keeps track of office supply inventories; monitors equipment operation; reports any needs, issues or failures to the Director.
• Maintains office schedule by keeping the Director’s calendar, the Board of Director’s calendar, and the Volunteer Center calendar.
• Serves partner families, vendors, and volunteers of the organization by answering questions, forwarding information and messages, scheduling and confirming appointments, scheduling and confirming volunteer reservations, and ensures completion and filing of all volunteer paperwork.
• Updates job knowledge by participating in educational opportunities such as my.habitat.org and habitatsouthdakota.org training.
• Enhances organization strength and reputation by striving to excel at daily tasks, accepts ownership of job accomplishments and failures, and explores opportunities to add value and capacity to the mission of the organization.
Skills/Qualifications: Office Experience – General, Scheduling, Telephone Skills, Typing, Documentation Skills, Meeting Planning, Verbal Communication, Written Communication, Dependability, Attention to Detail, Administrative Writing Skills, Internet and Face Book literacy.
Greet walk-in customers and clients and introduce first-time visitors to the organization by providing information about the firm and its services. Offer company brochures or literature, website address, and Face Book friendships. Answer telephone calls, using proper telephone etiquette and professional speaking tone. Direct calls to the appropriate staff members and take accurate messages when staffers are unavailable. Keep a record of all inquiries made by potential volunteers and donors.
Review all mail including e-mail; correspond within your authority and direct remaining correspondence to appropriate addressees. Pull and attach necessary file information to correspondence, or prepare for handling by other staffers. Prepare outgoing mail and packages, using correct postage and packaging units, such as letters, large envelopes and boxes.
Transcribe dictation or compose correspondence as directed. Proofread documents before preparing a final draft or provide drafts to supervisor for review and approval before putting it in final form. Distribute correspondence to proper addressees. Attach proper documentation and information to support the correspondence as needed, such as board minutes that may need to be attached to a cover letter.
Assist the Director as needed to prepare for monthly board meetings. Receive board minutes from the board secretary; produce final copies of board meeting minutes for the following month’s board meeting, and file hard and electronic copies after approval by a quorum of the board.
Manage company information in electronic databases and update accordingly. Ensure back up of computer files at scheduled intervals. Coordinate database management projects with the Director.
Become familiar with the office and equipment. Take measures necessary to learn the operation and basic maintenance of the equipment. Monitor computer and office equipment to maximize productivity and reduce down time.
The Habitat for Humanity organization and the construction field provide their own special demands. You will assist local residents with housing inquiries providing information on the Habitat program, helping them explore our home ownership opportunity, and assist selected families in their journey of building and owning a home. You may also at times refer clients to other local agencies that have common goals to further assist them. Also unique to Habitat and other NGOs, is the service of volunteers (both individuals and groups) who travel here from all over the nation and Europe. As a host agency for HFHI’s Global Village Program, Dacotah Tipis strives to provide all guests with a full and rewarding experience during their stay. You will assist the Director and Volunteer Liaison as needed to ensure our guests have a fantastic stay.
Strong verbal and written communication skills are key, with the ability to adapt communication style to audience, from partner families, volunteers and staffers to executive leadership. Presentation skills and public speaking skills are desirable due to working with groups and visitors from around the world.
The ability to work with limited supervision is also a key personal attribute. Be able to consistently exercise sound judgment and discretion. Pay attention to confidentiality of business data and personal information of clients, employees, volunteers and Board executives, and abide by all tribal, state and federal laws. You should have proficiency with MS Windows operating systems, including software such as MS Word, MS Outlook and MS Publisher. Will be familiar with Facebook or will be willing to become familiar with daily Facebook networking.
Your minimum education should be a high school diploma or equivalent. Pursuit of an associate degree in business or a bachelor’s degree is strongly preferred. Exposure to business concepts, practices and principles is highly desirable.
Jim Huntley – Executive Director @ 605-245-2450 office, 605-680-0402 mobile.
Dacotah Tipis Habitat for Humanity
P.O. Box 487 Fort Thompson, SD 57339 USA
Phone: (605) 245-2450 Fax: (605) 245-2450
Email: firstname.lastname@example.org Website: www.dacotahtipis.org