Administrative Assistant

The Administrative Assistant/Receptionist in the Office of the Youth Ombudsperson (OYO) is responsible for providing secretarial, clerical and administrative support to the OYO team.  This position reports to the Director of Finance & Administration and serves customers by greeting, welcoming, and directing them appropriately, as well as notifying OYO personnel of visitor arrival.RESPONSIBILITIESOYO As an Access Point The goal of the OYO is to be a direct access point for youth in residential placement facilities and their families to report grievances. As such the Administrative Assistant will perform the following functions including:Manage and maintain OYO email address, OYO calendar as well as the calendar of Youth Ombudsperson, events, meetings, correspondences, etc.Manage OYO phone number/hotline to handle caller inquiries and complaints, enter information into the database and notify Youth Ombudsperson and Deputy OmbudspersonRedirecting calls and emails as appropriate and taking adequate messages when required;Assist youth or person making complaint on behalf of youth with scheduling interviews with OYOGreeting, assisting and/or directing visitors and the general public to the appropriate staff member.Provide office support services to ensure efficiency and effectiveness within the Office of the Youth Ombudsperson (OYO), including:Help OYO maintain physical files and files stored in database for compliance purposesMaintaining the general filing system and file all correspondence;Picking up and deliver the mail;Opening and date stamping all general correspondence;Assisting in the planning and preparation of meetings, conferences and conference telephone calls;Maintaining an adequate inventory of office supplies;Coordinating the repair and maintenance of office supplies;Providing word-processing and secretarial support.Work with OIG/OYO PR Specialist to ensure OYO creates and maintains fliers, brochures, and other communicationsAssisting with administrative tasks related to onboarding and hiring of new staffManages Fleet cars, keys, and tags, badges, cell phones,Managing Imprest FundsPerform other related duties as required including general support the Youth Ombudsperson and OYO staff.SKILLSExcellent written, verbal and listening communication skillsComputer skills including the ability to use spreadsheet and word processing programs at a  highly proficient levelAnalytical and problem solving skillsDecision making skillsTime management skillsPERSONAL ATTRIBUTESA high energy, results oriented individual who can make a difference; an individual who takes initiative, makes things happen, accepts accountability and has a “can do” attitude; has a sense of urgencyDecisive; able to process facts and circumstances and make quick decisions that are in line with the goals and objectives of the OYOAction and detail oriented; an individual not afraid to roll up his/her sleeves and get into the details of the operationMust be a team player with strong interpersonal skills who is capable of working both independently and collaborativelyConsistently demonstrates sound judgmentWork-LifeWorking hours are generally 37.5 hours per week.  Our team is currently hybrid with both virtual and in-office days, however the position can opt to come in the office each day if desired.