Summary/Objective

This position will support the supervision of the healthy and welcoming workplace culture and will perform general clerical duties to include but not limited to welcoming people into the LULAC community, monitoring the front desk and opening/closing of the building(s), answering phones, taking messages, creates and modifies program documents, purchasing supplies, photocopying, faxing, distributing mail and supplies, filing and making social media updates.

Essential Functions

• Completed the day-today operations of the front desk, including clerical duties
• Welcomes LULAC community members into the building and supports a positive and friendly culture
• Opens the building and ensures compliance with policies for visitors in the building
• Partners with the Facilities Supervisor in receiving and distributing supplies
• Collaborates with Food Services in the receipt of food
• Serves as the purchaser for the agency, working with the fiscal department
• Partners with the Management Team to ensure compliance with all safety policies and procedures
• Oversees the inventory and purchasing procedures
• Prepares materials for presentations and events
• Develops meeting agendas and takes meeting minutes
• Assists in special projects as needed for the management team
• Schedules and prepares for in-person and virtual meetings
• Develops memos, reports and other regular correspondences as needed
• Assists with newsletter development and distribution
• Creates surveys as needed
• Monitors and updates the website and social media pages
• Distributes and sorts mail
• Oversees the timely distribution of office supplies
• Maintains a high sense of confidentiality, initiative, and good judgment
• Participates in trainings and committee work
• Other duties as assigned

Responsibilities/Expectations:

• Support LULAC’s principles and adhere to Mission Statement.
• Strong verbal and written communication skills.
• Must maintain a professional appearance and attitude.
• Must maintain confidentiality and discretion.
• Must be able to relate to individuals of all ethnic social-economic backgrounds.
• Ability to work independently in and within a group when necessary.
• Must maintain professional interaction with customers, vendors and all levels of the organization.
• Continuously seeking methods of improvement for efficient operations.

Professionalism/Attitude:

• Always maintain professionalism through actions and behaviors.
• Display a friendly and positive attitude towards job duties, parents, children, staff members, and others
• (i.e. visitors, volunteers, community partners) and willingly perform job duties.
• Must display a positive mood and reflect enjoyment in the performance of job responsibilities
• and interactions with children, families, staff, volunteers, et al.
• Understand and appropriately respond to the needs of other staff, parents, children, visitors.
• Communicate effectively by using productive comments, pleasant expressions, and welcoming gestures.
• Must be a team player.

Work Environment / Physical Demands

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit and use hands and/or finger, handle and/or feel. The employee frequently is required to talk and/or hear. The employee is often required to stand; walk; reach with hands and arms; Specific vision abilities required for this job include close vision. The noise level in the work environment is usually moderate to high.

Position Type / Expected Hours of Work / Travel

This is a full-time position. Days and hours of work are Monday through Friday the hours will be assigned as required. Occasional evening and weekend work may be required as job duties demand. This position may require travel to other sites throughout the State of Connecticut.

Required Education and Experience

Associates Degree in Business Administration or equivalent 3+ years’ experience

Minimum experience of 2 years working as an office administrator

Experience with social media business pages preferred

Ability to work as part of a team as well as independently

Ability to communicate effectively both verbally and in writing

Ability to type at least 55-65 WPM

Ability to work under pressure

Efficiency using MS Word, Excel, PowerPoint.

Experience working with virtual meeting platforms

Bilingual preferred