### **Administrative Assistant**
#### **Job Overview:**
The **Administrative Assistant** at the International Rescue Committee (IRC) in Tucson, Arizona, is responsible for handling both receptionist services and various administrative tasks. This position plays a key role in ensuring smooth office operations by supporting staff, managing office supplies, and coordinating day-to-day office activities.
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#### **Major Responsibilities:**
– **Visitor Management:** Greet visitors, understand their needs, and direct them to the appropriate staff or department. Manage visitor flow during peak times.
– **Telephone Management:** Answer and direct incoming calls, take messages, and respond to basic inquiries.
– **Safety & Security:** Assist with safety and security protocols as needed.
– **Office Supplies:** Order and maintain inventory of office supplies. Review inventory regularly and monitor prices.
– **Equipment Maintenance:** Ensure the proper functioning of office equipment (copiers, printers, scanners, etc.) and arrange for repairs when necessary.
– **Donations Inventory:** Maintain records of donations received.
– **Building Maintenance:** Work with building management on any necessary repairs or maintenance concerns. Monitor ongoing maintenance needs.
– **Cleaning Services:** Coordinate with the cleaning company to ensure daily service is completed.
– **IT Support:** Act as the first point of contact for IT-related issues. Maintain familiarity with network equipment, update voicemail and phone extensions, and ensure all staff have access to necessary office systems.
– **Keys Management:** Distribute office keys to new staff and interns.
– **Calendaring:** Manage shared spaces like conference rooms and classrooms by coordinating schedules.
– **Mail Processing:** Receive and distribute mail, and handle outgoing mail daily.
– **File Management:** Maintain both physical and digital personnel files.
– **Adherence to Policies:** Comply with agency policies and guidelines.
– **Additional Duties:** Perform other tasks as directed by the supervisor.
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#### **Key Working Relationships:**
– **Reports to:** Human Resources Manager.
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#### **Job Requirements:**
– **Education:** High school diploma is required. Some university education is preferred.
– **Language Skills:** Fluency in English with strong verbal and written communication skills. Proficiency in languages spoken by IRC clients (Spanish, Arabic, Dari, Farsi, Pashto) is desired.
– **Technical Skills:** Proficiency in Microsoft Office (Excel, Word, Outlook).
– **Personal Qualities:** Must be organized, reliable, professional, detail-oriented, and flexible. Ability to work effectively in a multicultural environment.
– **Driver's License:** Must have a valid driver’s license, insurance, and access to reliable transportation.
– **Fingerprint Clearance Card:** Must possess or be eligible to receive a fingerprint clearance card according to Arizona State Law.
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#### **Working Environment:**
– **Work Setting:** A mix of standard office environment, remote work, and field time within the service delivery area.
– **Travel:** Occasional domestic travel is required, up to 10%.
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#### **Compensation & Benefits:**
– **Hourly Rate:** $17.10 – $18.00 per hour.
– **Benefits:** Comprehensive benefits package, including:
– Sick time.
– 403b retirement savings with a 4.5% immediate matching contribution and an additional 3-7% IRC contribution.
– Employee Assistance Program.
– 10 paid holidays, 20-25 paid time off days.
– Medical, dental, and vision insurance.
– Disability and life insurance.
– Flexible Spending Accounts (FSA) for healthcare, childcare, and commuter costs.
*Note: These benefits apply to full-time employees. Part-time employees receive a proportionate amount of paid time off.*
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#### **Commitment to Professional Conduct:**
All IRC employees are expected to adhere to the values and principles outlined in the **IRC Way** – **Integrity, Service, Accountability, and Equality**.
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#### **Commitment to Diversity & Inclusion:**
The IRC is committed to fostering a diverse and inclusive work environment. We do not tolerate discrimination, harassment, or retaliation. We strive to increase representation of women, people from the communities we serve, and those from underrepresented races and ethnicities in global power structures.
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