Overview

The Administrative Assistant will be the first point of contact for Back Bay Mission, providing a welcoming and professional environment for guests, staff, and visitors. You will be responsible for managing phone calls, and performing various administrative tasks to ensure the smooth operation of the office. Your role will also involve supporting the staff with clerical duties and maintaining organized office systems. This position reports directly to the Chief Financial Officer.

Personal Skills & Personal Characteristics

• A genuine concern and empathy for unsheltered individuals and persons living in poverty
• A willingness and ability to work cooperatively and communicate effectively with co-workers and supervisors
• The ability to demonstrate emotional maturity with decision making in the middle of challenging or difficult events and/or situations.

Position Requirements

• Answers telephones, routes calls, relay messages to appropriate staff
• Ability to manage and de-escalate challenging guests
• Data entry and good computer skills preferred
• Greets clients and visitors and directs them to appropriate staff or services
• Receives and separates mail
• Receives in-kind donations and writes receipts for the donation if desired
• Knows how to print postage for all types of packages
• Prepares the away message on the main voicemail for closures and general voicemail
• Checks voicemail daily and routes calls to appropriate staff member/s
• Prepares door notices for agency closings for staff meetings, holidays, and emergencies (1 week before closing unless it is a staff meeting or emergency situation)
• Works collaboratively with Administration Building Staff in his/her absence, to ensure that the front reception area is covered by someone during business hours
• Keeps front office and mail/supply room both neat and organized
• Holiday Decorating
• Make sure Kentwood water fountain has water/cups. If a new bottle is needed make sure it gets put on (someone can assist changing out if needed)
• Wipe down chairs, handles, light covers, etc. with disinfectant wipes and spray aerosol disinfectant one day a week or as needed

General Tasks

• Mailing and printing donation acknowledgment letters, print address labels using mail merge, and stuff envelopes for acknowledgment/thank you letters after they are signed by the Executive Director.
• Arranges shipments when needed
• Keeps inventory of cleaning supplies, office supplies, and janitorial supplies, and orders when needed
• Fill requests of staff, individuals, and congregations for various promotional and publicity items (e.g. mailing of t-shirts, newsletters, annual reports, etc.)
• Provide administrative support to administrative staff (Executive Director, CFO, Director of Development, Director of Housing Recovery, Bookkeeper)
• Homeless Management Information Systems entry for Back Bay Mission guests
• Manages preparation and distribution of mailings to the Board of Directors
• Assists in organizing and managing hospitality details for Board of Directors meetings
• Works collaboratively with the staff person responsible for special events at the Mission
• Maintains an updated annual inventory of all office equipment, furniture, and supplies for hurricane season (complete by June 1st)
• Assists Bookkeeper with stamping/mailing payments to vendors as needed • Arranges maintenance/repair of all office equipment (Pitney Bowes/Postage machine, Copy Machine, Printers throughout the campus, Telephones, Internet, Security System etc.)
• Maintains maintenance requests (keeps requests in chronological order in binder) for BBM campus and distributes to Director of Housing Recovery
• Organization of brochures, appeals, and promotional materials in front hall closet
• Coordinate staff birthday lunches and make sure birthday cards are signed for all staff (except yourself, we will do yours) and bring cards to staff meeting for birthday person/people
• Check toilet paper, soap, and paper towels in men’s and women’s bathrooms and employee restrooms in the administration building daily
• Add work campers new and/or updated information into Bloomerang within one week of receiving information.
• Attends monthly Back Bay Mission Staff Meetings and participates in staff development •
• Other tasks as assigned by CFO or Bookkeeper

Job Type: Part-time

Pay: $10.00 - $11.00 per hour

Expected hours: 32 per week

Benefits:

• Paid time off

Schedule:

• Day shift
• No weekends

People with a criminal record are encouraged to apply

Application Question(s):

• Do you have genuine empathy for those in poverty or experiencing homelessness?

Experience:

• Bookkeeping: 1 year (Preferred)

Ability to Relocate:

• Biloxi, MS 39530: Relocate before starting work (Required)

Work Location: In person