Administrative Assistant (Part-Time)

Administrative Assistant (Part-Time)

Classification: FLSA Non-Exempt

Reports To: Chief Human Resources Officer (CHRO)

NOTE TO APPLICANTS: We are seeking candidates for a part-time position with a fixed schedule at 20 hours per week.  The schedule is Monday-Friday from 9 a.m. to 1 p.m. OR Monday-Thursday from 8 a.m. - 1 p.m. This is not a benefits eligible position although it does accrue sick leave (in accordance with New Mexico law) and Paid Time Off (PTO) and will receive paid holidays.  

Summary

Provides front office support to Indica Labs including answering phones, welcoming guests, ensuring the office is stocked with snacks and beverages, and coordinating shipping and travel for employees, contractors, and guests. This position will place orders on Amazon for the office and will need reliable transportation for in-town travel (Costco, Target, Teambuilding Events, etc.). Additionally, this position coordinates weekly catering for in-office employees.

Duties and Responsibilities

• Serves as receptionist for the front office, answering phones, accepting deliveries, welcoming guests, and providing general office support for in-office staff.
• Responsible for coordinating weekly catering in the office, and maintaining kitchen areas of the office, which includes light cleaning, loading/emptying the dishwasher, and other basic cleaning and organization.
• Regularly reviews the interior and exterior of the building and reports to CHRO any facility issues that need to be addressed.
• Receives, scans, and distributes most mail, and prepares outgoing shipments, including boxing, labeling, and drop-off.
• Scans and mails outgoing checks.
• Ensures that all office supplies for Indica Labs are in stock, organized, stored correctly, and available for use. This could include basic office supplies, bathroom supplies, and breakroom supplies (including regular purchasing of snacks).
• Effectively manages and tracks individual expenses and travel.
• Coordinates and supports employees’ purchasing, shipping, data entry, and travel needs.
• May be asked to coordinate domestic and global travel and hotel stays for employees, vendors, contractors, and guest speakers.

• Responsible for the appropriate accessing and handling of electronic Protected Health Information (PHI) as outlined by policy and the Health Insurance Portability and Accountability Act (HIPAA)

• This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice

Minimum Qualifications

• High School Diploma or GED
• Some experience providing administrative support in an office setting to multiple departments.
• Basic skills in Microsoft Office Suite of products (Word, Outlook, Excel)
• Exceptional time management and organizational skills
• Ability to maintain strict confidentiality with sensitive issues and documents
• Consistent & reliable transportation.
• Personal automobile insurance
• Authorization to work in the United States, or appropriate authorization to work in the applicant’s current home country (Indica Labs does not sponsor work visas)
• This position is limited to applicants currently residing in Albuquerque, NM, USA.

Preferred Qualifications

• One (1) Year of experience in a front-line customer service or call center setting, or similar type of customer-facing experience.
• Some experience with coordinating shipping through FedEx, UPS, USPS, DHL, etc.
• Experience coordinating shipping out of the United States
• Experience providing support to a diverse, global population

Knowledge, Skills, and Abilities

• Ability to make reasonably sound business decisions in the absence of direct guidance.
• Ability to use critical thinking to determine appropriate courses of action.
• Knowledge of computer information systems, specifically Microsoft suite of products.
• Soft skills, with a passion for providing superior customer service.
• Basic skills in Information Technology (IT) and network knowledge
• Ability to track business needs in an organized and consistent manner.
• Ability to perform select job duties in accordance with company policy related to confidentiality, fraud awareness, appropriate document handling.

Location

This position reports to our headquarters in Albuquerque, New Mexico, USA, and is open to Albuquerque, NM, USA residents only. This position is 100% in-office and is not eligible for remote work.

Working Conditions and Physical Effort

• 
  Up to 10% travel in-town
• 
  Ability to lift 40 pounds with or without reasonable accommodation
• 
  This position requires in-town travel for purchases and events using a personal vehicle and requires personal insurance
• 
  No, or limited exposure to physical risk
• Work is normally performed in a typical interior/office work environment

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