Administrative Assistant

Description

Position Summary:

Administrative Assistants are responsible for the efficient operation of the office by performing a variety of tasks, including, but not limited to, document production, filing, greeting visitors, telephone reception, scheduling appointments, and meetings, ordering office supplies and processing work orders.

Pay Range: $21.00 to $27.30 per hour

Essential Duties:

• Interact with clients, staff, and visitors while maintaining confidentiality in all aspects of client, staff and agency information.
• Manage daily administrative tasks, including answering phones, scheduling, and organizing documents.
• perform general clerical duties to include, but not limited to, scanning, copying, faxing, mailing, filing, answering phones, and data input.
• Collaborate with department to ensure efficient cross-functional communication.
• Maintain reception area, conference rooms, and kitchen areas.
• Managing incoming and outgoing mail and shipments.
• Complete tasks in the community with personal automobile including completion of local mail run to the campus and post office.
• Manage office supplies, equipment, and facilities, coordinating with vendors as needed.
• Managing office systems, including filing systems, databases, and spreadsheets
• Maintain office calendar to coordinate workflow and meetings.
• Maintain an office environment that is consistent with existing contracts, licensing regulations and agency-established policies.
• Assist in coordinating logistics for meetings and events, and attend as needed.
• Reviewing and updating health and safety policies, and ensuring they're observed.
• Assist in grants and contracts submissions.
• Assists with additional duties and tasks that arise based on agency and program needs.

Physical Requirements:

• Sitting 4 to 8 hours per day.
• Standing 1 to 2 hours per day.
• No Frequent bending, stooping, twisting, reaching, turning and squatting.
• No frequent pushing.
• No frequent pulling.
• No frequent lifting from the floor to overhead, or floor to waist.
• No frequent carrying.
• No frequent overhead reaching.
• The small motor and hand skills necessary to perform writing tasks.
• Normal or corrected near and far vision, in addition to non-inhibiting color vision. May read up to 25% of the day.
• Normal or corrected hearing.

Requirements

Minimum Qualifications:

• Proven experience as an administrative assistant or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook.)
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Ability to work independently and as part of a team.
• Ability to juggle multiple projects and duties with superb accuracy.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Exceptional customer service skills, over the phone and in person, with our customers and internal departments.
• Strong sense of urgency , problem-solving skills, self motivated and self-starter.
• Excellent verbal and written communication skills are required and or bilingual Spanish/English preferred and will result in additional stipend to pay.

Additional Requirements:

• Must have and maintain a working vehicle a valid, unrestricted California driver's license and current vehicle insurance. Bilingual Spanish proficiency will result in additional stipend added to base pay.