Administrative Assistant

POSITION DESCRIPTION

TITLE:Administrative Assistant

DEPARTMENT: Operations

REPORTS TO: Executive Director/Director of Operations

PRIMARY FUNCTION:

Provide regular clerical, secretarial duties and administrative support to the Executive Director/Chief Professional Officer and Director of Operations. Prepares correspondence and reports, maintains schedule and calendar, answers telephones and maintains electronic and hard copy files. Composes letters and proofreads materials.

KEY ROLES (Essential Job Responsibilities):

• Responsible for the clerical support of the Executive Director.
• Performs regular secretarial duties, preparing correspondence and reports as requested by Supervisor.
• Composes draft letters following established formats. Proofreads all materials for accuracy prior to supervisory review and signature.
• Maintains supervisor’s calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.
• Answers telephones, providing general information, referring callers to appropriate staff or taking messages as necessary.
• Maintains electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.
• Monitor office supply inventory and order supplies as necessary. Responsible for managing inventory of office equipment, forms and service contracts, performing routine maintenance activities, contacting service representatives as needed, and purchasing and/or ordering supplies.
• Maintain databases and assist with all tasks related to fundraising, grant writing, billing, operations and reporting.
• May serve as Club receptionist, greeting all members and visitors and maintaining attendance and visitor logs.
• May monitor and log staff attendance and transmit attendance data to payroll. Responsible for completion of staff time sheets, acquiring signatures from staff, and maintaining organized filing system for timesheets.
• Support for special events, donations, and meetings.
• Prepares all materials for special meetings and for the Executive Director.
• Responsible for additional tasks as assigned/needed.

RELATIONSHIPS:

Internal: Maintains close, daily contact with Executive Director (professional and volunteer) to receive/provide information, discuss issues, explain guidelines/ instructions; instruct; and advise/counsel. Maintain strict confidentiality.

External: Answers calls and provides communication with the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.

SKILLS/KNOWLEDGE REQUIRED:

_ High school diploma or equivalent

_Some college preferred

_Must have valid CA drivers license and personal transportation

_Minimum of over two years of office/clerical experience

_ Training in secretarial skills and use of common office equipment

_ Typing/keyboarding skills of at least 50 wpm

_ Good written and verbal communication skills

_ Good organization and attention to detail

_ Strong customer relations skill

_Must perform in a fast pace office and be able to multitask

_ Must have knowledge of Publisher, Word, Internet, Email, and other computer programs

_Able to maintain strict confidentiality

_Pass background clearance

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT & EQUAL OPPORTUNITY:

Ability to drive, lift up to 10-15 pounds and run errands as needed. This organization is an equal opportunity employer and complies with all requirements as outlined by the Americans with Disabilities Act.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

Job Types: Contract, Temporary, Internship

Pay: $19.00 - $23.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Administrative: 2 years (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: In person