Job Description
General Summary:
The Administrative Assistant serves as a primary point of contact for the American Legion Auxiliary (ALA), providing a professional and welcoming experience for members, visitors, vendors, employees, and callers. This position performs a variety of administrative and front-desk responsibilities that support the day-to-day operations of the organization. The administration assistant provides general administrative support, excellent customer service on the phone, and helps maintain an organized, responsible, and professional office environment.
Essential Job Functions:
Reception:
- Serve as a primary point of contact for ALA National Headquarters, providing professional, courteous, and responsive service to members, visitors, vendors, employees and callers.
- Responsible for unlocking and locking doors during business hours Monday-Friday.
- Greet visitors, determine the nature of their visit, and provide appropriate assistance, information, or direction.
- Answer, screen, and route incoming telephone calls to the appropriate staff member or division and accurately relay messages as needed.
- Respond to general inquiries and provide accurate information regarding ALA programs, services, resources, and organizational contacts within the scope of the position.
- Manage multiple calls, visitors, and requests while maintaining professionalism, confidentiality, and appropriate prioritization.
- Maintain a professional, organized, welcoming, and accessible reception area.
- Refer inquiries requiring specialized knowledge, authorization, or decision-making authority to the appropriate staff member or division.
Mail and Logistics:
- Receive, sort, process, and distribute incoming mail, packages, and deliveries to the appropriate individuals or divisions.
- Monitor designated ALA National Headquarters and Administration email inboxes and route correspondence to the appropriate staff members or divisions.
- Coordinate outgoing mail and shipments, including addressing, postage, documentation, and carrier pickup arrangements.
- Notify recipients of incoming packages and coordinate timely distribution or retrieval.
- Communicate with postal services, couriers, vendors, and delivery personnel to facilitate timely and accurate delivery services.
- Assist in researching and resolving routine shipping, delivery, and mail-related issues.
- Maintain appropriate records and documentation related to mail and shipping activities, as required.
Administrative Support:
- Provide general administrative and clerical support, including copying, scanning, filing, document preparation, data entry, and records maintenance.
- Maintain confidentiality, security, and appropriate handling of organizational, financial, personnel, member, and other sensitive information in accordance with ALA policies and applicable requirements.
- Prepare and process check requests and other routine administrative documentation in accordance with established procedures and internal controls.
- Receive and log incoming checks and other payments, accurately recording required information and forwarding items for appropriate processing.
- Coordinate office and building supply purchases, monitor inventory levels, and place approved orders to support operational needs.
- Communicate with approved vendors regarding orders, pricing, delivery schedules, and routine service matters.
- Process and route invoices and supporting documentation for review and approval in accordance with established financial procedures.
- Issue and maintain records of employee key fobs and other assigned building-access credentials in accordance with established security procedures.
- Provide administrative support for special projects, seasonal initiatives, organizational activities, and cross-functional assignments as requested.
- Collaborate with staff across divisions to support project timelines, organizational priorities, and operational needs.
- Perform other related duties as assigned.
Facilities Management:
- Monitor the general condition of ALA facilities and promptly report identified maintenance, safety, security, or operational concerns to the Deputy Executive Director or other designated personnel.
- Coordinate with maintenance personnel, contractors, and approved vendors regarding routine repairs, preventative maintenance, inspections, and building services as directed.
- Maintain organized records of maintenance requests, completed repairs, inspections, vendor communications, and related facility documentation.
- Assist with scheduling and tracking routine, preventative, and seasonal building maintenance activities.
- Monitor vendor service activities and communicate concerns regarding service quality, scheduling, or completion to the Deputy Executive Director.
- Assist management with coordinating required building inspections, certifications, permits, and related documentation.
- Support organizational efforts to maintain facilities in accordance with applicable safety requirements, building codes, accessibility standards, and other regulatory requirements, as applicable to the position.
- Serve as a designated backup contact for building fire, security, and alarm systems in accordance with established emergency and security procedures.
- Maintain accurate facility-related records and provide status updates and reports to the Deputy Executive Director as requested.
- Support emergency preparedness, building access, safety, and security procedures as assigned.
Knowledge, Skills and Abilities:
- Strong organizational, time-management, and prioritization skills, with the ability to effectively manage multiple responsibilities and changing priorities.
- Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with members, staff, volunteers, vendors, visitors, and other stakeholders.
- Strong customer-service orientation and the ability to maintain a professional, courteous, and welcoming demeanor in a mission-driven nonprofit environment.
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams, and the ability to learn and effectively utilize other organizational systems and technology.
- Ability to operate standard office equipment and perform routine administrative and clerical functions accurately and efficiently.
- Demonstrated attention to detail and commitment to accuracy, completeness, and quality of work.
- Ability to exercise sound judgment and appropriately handle confidential, sensitive, or proprietary information.
- Ability to work independently within established guidelines while recognizing when matters should be referred to management or other appropriate staff.
- Ability to adapt to changing priorities, meet deadlines, and remain organized in a fast-paced and collaborative work environment.
- Strong interpersonal skills and the ability to establish and maintain effective working relationships with individuals at all levels of the organization.
- Ability to work collaboratively as part of a team and provide support across divisions in furtherance of ALA's mission and organizational priorities.
- Demonstrated reliability, professionalism, initiative, and accountability in carrying out assigned responsibilities.
- Ability to occasionally move, transport, or position office supplies, packages, and other materials weighing up to 50 pounds.
Education and Experience:
Minimum Education and Experience:
- High school diploma or equivalent
- 1-2 years of experience in a similar administrative/customer service position.
- Preferred experience:
a. Non-profit experience
b. ALA members/Veterans
Company Description
Over the years, The American Legion Family has influenced considerable social change in America, won hundreds of benefits for veterans, helped military families through transition, and produced many important programs for our country’s youth. Today, ALA members across the country are helping military families cope with the effects of multiple deployments. The toll on our all-volunteer force and their families has been enormous. The Auxiliary’s efforts are focused in three primary areas:
- Veterans/Military Support & Advocacy
- Family Support
- Youth Development
American Legion Auxiliary is always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this applicant friendly, online job application!
American Legion Auxiliary is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, age, national origin, ancestry, citizenship, disability, or veteran status.
Benefits
Competitive benefit and compensation package includes:
- Competitive Base Salary with Annual Increases
- Generous Paid Time Off and Volunteer Time Off
- 15 Paid Days Off for Holidays
- Medical coverage with multiple plan options, with FSA or HSA
- Dental and Vision coverage
- Wellness Support with EAP services
- Employer paid Short Term and Long Term Disability Coverage
- Employer paid Basic Life and AD&D Coverage
- Additional ancillary insurance available for election
- 401K Retirement with 100% match up to 3%. Pre-tax and Roth Deferral Accounts
- Financial Planning Resources and other Employee Discount Services
- Cell Phone Reimbursement based upon eligibility
- Professional Development
- Onsite Parking
- Direct Deposit