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Form of workJob Description
SUMMARY:
The Administrative Assistant provides support to the Executive Director and on an as needed basis to the Directors Team and Human Resources Department. Position will consult and assist the Executive Director on a range of clerical and administrative tasks to ensure the success of Executive Director’s day-to-day goals and objectives for the agency.
DUTIES:
- Answers agency’s main phone line for incoming telephone calls, determines purpose of call and forwards to appropriate staff, takes message if necessary.
- Receives, sorts and routes mail and faxes to appropriate programs and staff.
- Responsible for shipping, mailing and maintenance of postage machine and tracking certified mail with signature and tracking. Accepts and distributes incoming packages/on-line orders.
- Creates, types and prints memos, correspondence, reports, flyers and other documents. Orders administrative office supplies, business cards, and other supplies as needed for the Agency.
- Orders and distributes agency uniform shirts for Direct Care staff and tracks inventory for new hires and annually thereafter. Reports inventory counts/costs to accounting department.
- Takes accurate minutes at Board and Leadership meetings, electronically files and distributes to attendees within one week of meeting. Sets up meeting room, orders lunch and resets room to original order.
- Assists with the planning, coordination and registration of meetings, conferences, trainings, seminars, workshops. Responsible for detailed travel arrangements when required attendance is outside the Fresno area.
- Responsible for downloading and filing all digital pictures taken by Directors only.
- Scheduling and setting up job fairs, job postings, pre-employment assessments, reference checks.
- Designs and creates recruiting posters, flyers, documents and forms.
- Maintains and updates all social media sites for the purpose of recruiting.
- Handles monetary and tangible donations and sends thank you letters on the behalf of Agency.
- Files employee records, tracks training and documents in ADP.
- Creates new hire packets for onboarding.
- Tracks and files employee’s driver’s license and vehicle insurance.
- Reconciles credit card statements for Directors only
- Assists Executive Director with HCBS Grant Invoices.
- Sends regret letters for applicants not hired.
- Updates organizational chart, direct line/extension documents, program directory, etc.
- Assists with technical tasks, such as setting up voicemails for leadership team and contacts IT company with phone system problems.
- Travel to programs to deliver or pick up various items post office, restaurants, etc.
- Assists in the planning of employee events, creates certificates of recognition, and maintains a library of photographs.
- Performs other duties as assigned.
