Administrative Assistant - (Full-Time)

SUMMARY Professional, non-supervisory position in which the incumbent will provide critical technical and professional support to the Emergency Services Department volunteer and employee staff and the community chapters. Will provide a wide variety of advanced computer, audio visual and clerical skills along with strong customer service support to staff and visitors.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Lead responsibility for dispatching during working hours.

Lead responsibility for greeting clients, visitors, volunteers or any external department staff, directing them to appropriate staff. Additionally, assumes responsibility for answering phone calls or other inquiries to ensure accurate and timely communications are facilitated.

Assists with relationship building and military outreach with military organizations to ensure good communication and relationships.

Lead responsibility for inventory, distribution, auditing, daily reporting and reordering of Client Assistance Cards and Disbursing Orders. Also performs the same functions, along with Training for the community chapters.

Supports the Director and Deputy Director ensuring all data collected is accurate against other reporting mechanisms (WebI, Service Delivery Report, Morning Reports, and Monthly financials, quarterly, 2066 and 5266 and FOCIS reports. Also supports the department in the completion of the Chapter Disaster Readiness Assessment and revisions of the Cincinnati Region Disaster Plan.

Responsible for overall department schedule including room and food reservations needed by the department, and managing calendars for department staff as needed.

Lead responsibility for entering incidents in the Client Assistance System (CAS), arranging back-up entry for CAS on Levels I & II disaster operations.

Lead Department technician for operation of the audio-visual equipment in the Disaster Operations Center. Works with training materials and technical manuals, and works closely with staff of the Information Technology department.

Serves at least one national disaster assignment beyond the Region in a 12 month period as requested. Recruits and trains local volunteers to work in the Financial and Statistical Information Activity.

Performs other duties and responsibilities as assigned.

RELATIONSHIPS: Works with and directly reports to the Director, General Services. Works with and communicates with staff and volunteers in the Administrative Unit. Communicates with chapter staff and chapter volunteers. Works and communicates with public and private organizations and businesses in chapters/counties jurisdictions as necessary

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have very good interpersonal skills and have a strong customer focus with good problem solving and follow-up skills. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Due to the emergency character of the Red Cross disaster responsibilities, there are times when all employees are expected to work other than their regularly scheduled hours until a normal schedule can be established. Depending upon the nature and scope of the disaster, employees may be required to perform duties separate and apart from their normal routine or to attend National assignments.

EDUCATION and/or EXPERIENCE: Associate degree from a college or university with a minimum of three (3) years administrative experience or an equivalent combination of training and experience with emphasis in the fields of office administrative management, information technology, and other customer service fields.

May be required to obtain training and/or certification in certain courses within their first year of employment, as determined by their supervisor. Employees may be expected to participate in other training courses throughout their employment as needed.

COMPETENCIES: The successful candidate must possess the following skills: compassion, action-oriented, team player, customer-focused, delegation, time management, organized, problem solver, and ability to maintain composure.

LANGUAGE SKILLS: Ability to read and comprehend office equipment instructions, reply to correspondence, and memos. Ability to write concise correspondence. Ability to effectively present information in one-on-one and group situations to customers, clients, other employees of the organization, and community leaders.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS: Must have and maintain a valid driver's license, good driving record and have own reliable transportation.

OTHER SKILLS and ABILITIES: Working knowledge of administrative functions and ability to plan/organize work day. Ability to work with a variety of people, departments, community leaders and organizations. Needs good team leader and team member skills. Ability to provide a high level quality of customer service to both internal and external customers. Proficient in MS Office Systems; Outlook, Word, Excel and Access along with ability to learn customized programs and audio visual systems. Ability to provide a high degree of integrity in dealing with sensitive matters. Must possess an above average command of the English language, excellent spelling and grammar, proofing and editing skills.

PHYSICAL DEMANDS: See chart above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee will be required to drive a motor vehicle a substantial amount of time, on a variety of city and rural roadways.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

We Value a Diverse Workforce EEO/MFDV

Send resumes to the American Red Cross, Attn: Human Resources Department, 2111 Dana Avenue, Cincinnati, OH 45207; FAX: (513) 579-3016 Email: jobs@cincinnatiredcross.org for updated information about our positions, please visit: