United Way Job Openings

Administrative Assistant

Posted: September 14, 2023


CLASSIFICATION: Hourly, Full time

Position Summary

Coordinates administrative office services such as coordinating general business activities for themselves and others and other administrative activities. Provides excellent customer service to callers, visitors, donors, vendors, and staff. Receives and directs all to appropriate location and party. Operate multiple telephone line system. Assist with special projects for the organization and assignments for departments as needed.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

  • Answer, assist, and direct all incoming calls to appropriate parties in a professional and courteous manner.
  • Provide excellent customer service to callers, visitors, donors, vendors, and staff
  • Greet visitors and vendors and arrange for them to meet with appropriate staff
  • Maintain security at entrance of building and to office suite
  • Assist Office Manager to process outgoing mail and open incoming mail daily and distribute to appropriate staff and log daily receipt of checks/donations
  • Maintain inventory and order kitchen supplies and shared office supplies
  • Support Finance department as required and assists other departments with special projects as needed
  • Transcribe meeting minutes using recordings from various platforms, i.e., Zoom, MS Teams
  • Use computer technologies, systems, and software, i.e., MS Office, Outlook email and calendar, meeting platforms, Andar database, Microix invoice processing
  • Create and or maintain documents, spreadsheets, reports, i.e., Reception Manual, Organizational and Seating Charts, Guest Registry, visitor parking passes
  • Process Benefit invoices using Excel Allocation Spreadsheets and enter data in Microix for payment processing
  • Exercise good judgment and assume responsibilities for decisions and quality of service
  • Assist, as assigned by management, with the organization’s disaster response efforts
  • Perform other duties as opportunities are presented and/or assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)

  • High school Diploma or GED, associate’s degree preferred
  • Three years of related experience or relevant coursework
  • Proficient in Microsoft Office, specifically Outlook, Word, Excel
  • Excellent customer relationship skills
  • Excellent oral and written communication skills
  • Strong organizational, time management, and interpersonal skills
  • Experience managing multiple in-coming telephone lines
  • Welcoming phone voice, and professional appearance and attitude

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.


This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

United Way of Palm Beach County is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

Job Details
Administrative Assistant
Organization: United Way of Palm Beach County
Posted: September 14, 2023

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