Secretary Needed!

Secretary

Philly Peace in Progress

JOB TITLE:

Secretary

SUPERVISOR:

Executive Director

Philly Peace in progress is a black-and-woman-led community -based 501 (c)(3) non-profit organization in West Philadelphia, PA. We are on a mission to rebuild troubled youth by helping them become more positive and healthy problem solvers. The goal is to help them develop problem solving skills through fun, yet educational field trips, group talks with experts, skill-focused activities and tutoring.

We are also an outreach service.

GENERAL JOB DESCRIPTION

Secretary is responsible for facilitating communications and fielding interactions with the public. Their duties include answering calls, making calls, scheduling meetings, and providing clerical support.

MAJOR DUTIES AND RESPONSIBILITES

Prepare and manage correspondence, reports and documents

Organize and coordinate interviews or other meetings, or conferences. Familiarity with Calendly.

Research information.

Type and distribute minutes of meetings

Implement and maintain office systems

Maintain schedules and calendars

Arrange and confirm appointments

Handle incoming emails, mail and other material

Set up and maintain document management systems

Set up work procedures

Maintain databases & spreadsheets

Communicate verbally and in writing to answer inquiries and provide information

Liaison with internal and external contacts

Coordinate the flow of information both internally and externally

MINOR DUTIES AND RESPONSIBILITIES

Greet visitors at events or programs. Maintain sign up sheets.

Answer telephones and respond to inquiries via telephone or email

Book meeting rooms, set up conference calls and take messages and minutes during meetings

Perform administrative tasks-

Write emails, memos and letters

manage group marketing emails with mailchimp account.

Manage database entry and client files

Organize and distribute messages

Prepare and mail outgoing correspondence

Assist with presentations and reports

QUALIFICATIONS FOR THE JOB

Relevant training or qualification

Knowledge and experience of relevant software applications including excel spreadsheets and database management.

Knowledge of administrative or clerical procedures

Knowledge of business principles

Proficient in spelling, punctuation, grammar and other English language skills

Proven experience of producing correspondence and documents

Required typing speed 35 wpm

KEY COMPETENCIES

Verbal and written communication skills

Attention to detail

Confidentiality

Organized

Committed

Time management

Interpersonal skills

Customer-service orientation

Initiative

Reliability

Stress tolerance

PHYSICAL REQUIREMENTS

Walking

lifting 30lbs may be required while attending events