Administrative Assistant (Temp)

Position Title:             Administrative Assistant (Temp)

Department:               Administration

Supervised By:          Chief Executive Officer

Location:                    Alpine

Status:                       Non-exempt

Compensation:         $16.31-$23.12/hr - DOE 

Grant:                        N/A

Hours:                       Full Time, Monday-Friday, 8:00AM-4:30PM. 

GENERAL STATEMENT OF RESPONSIBILITIES:

Administrative Assistant (Temp) duties and responsibilities include providing administrative support to ensure efficient operation of the Administration Department. The Administrative Assistant Floater will perform a wide range of duties related to the administrative functions of the organization. Administrative Assistant Floater will be cross trained to cover for meal breaks, overflow and leaves. S/he will support managers and employees through a variety of tasks related to organization. Responsible for maintaining confidentiality and adhering to deadlines for time sensitive material. Familiar with a variety of the SIHC’s culture, policies, and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant Floater duties are completed accurately and delivered with high quality. A willingness to collaborate as a team on demonstrate analytical follow instructions and build positive relationships within the organization. Typically reports to the Executive Secretary. 

SPECIFIC DUTIES AND RESPONSIBILITIES:

1. Maintain a courteous, respectful and professional demeanor at all times 
2. Greet patients, employees, and clients. Ascertain nature of business and route visitors to the appropriate department/level/person. 
3. Order catering and pickup when necessary for meetings and events.
4. Cross train for various departments. As needed cover for various individuals within the Administration Department 
5. Operate and perform routine business machines including fax, copier, printer, postage meter, etc.
6. Order paper and supplies for the copy room.
7. Maintain working knowledge of upcoming company events. 
8. Respond to requests for assistance within all Administration as required and help during down times. 
9. Provide assistance, directions, and company information to callers or visitors in the Administrative Offices.
10. Operate the S.I.H.C. telephone switchboard in a prompt, professional, and courteous manner. Transfer calls and/or take messages for SIHC employees.  
11. Responsible for timely and accurate mail collection and distribution. 
    1. Operate postage meter and apply postage as required. Mail correspondence and pick up mail at Post Office when instructed. Open and distribute incoming mail. Maintain an incoming mail log of checks; seals and closes and date stamps.
12. Assists various SIHC Departments as requested with office projects including: typing, copying, development of reports, flyers, preparation of envelopes and packages for sending via mail and courier service, presentation-binder assembly, and various other assignments.
13. Ability to work a flexible schedule may be required based on need.
14. Assist with SIHC events as needed.
15. Pickup and/or deliver items as needed. 
16. Other duties as assigned.

QUALIFICATIONS:

Education/Experience:  A High School diploma or GED certificate is required. Minimum two years previous Administration assistant/receptionist, customer service, tracking records. Demonstrates communication and highly organization skills. Computer literacy required and experience with Microsoft Excel (or similar spreadsheet application) and with a computerized accounting system such as MIP and Accufund preferred.

Must type at least 30 words per minute.

Must be able to proof read own work and other correspondence.

Must be able to deliver clear and concise verbal communication.

Must be able to interact graciously and professionally with the public.

Must be able to maintain absolute confidentiality.

Must be able to take accurate telephone messages.

Must be on time for work promptly at 8:00am when incoming calls begin.

Must be 18 years of age or older with an understanding of nonprofit organization.

License: A valid California driver’s license is required at the time of appointment and must be maintained throughout employment.

Applicant must be insurable under SIHC vehicle insurance policy at the time of hire and throughout employment.

Certifications and/or licenses appropriate to the positions required education and profession must also be valid and maintained.

Character:  Applicants must have a reputation for honesty and trustworthiness. Must be responsible and able to exercise good judgment, accept administrative supervision, follow instructions, and exercise a high level of attention to detail, including the ability to interact effectively and communicate with people in a professional and courteous manner. Must be able to maintain a high level of confidentiality.

Physical and Personal Requirements: Normal clinic/office environment. Sit or stand for long periods of time. Reach, bend, climb, stoop, lift up to 25 lbs. repetitive hand movement; use and view PC. Reliable transportation and car insurance as required by the state. Travel as needed.

Compliance: Each employee plays a key role in creating a compliance culture at SIHC. Employees are expected to learn and comply with all SIHC policies and procedures. One must have the ability to understand the implications and complexities of all compliance policies. Participation in all compliance training is mandatory, and generally have a heightened awareness of policies and regulations that are specific to one’s department and position. All SIHC employees are expected to report violations or suspected violations of compliance policies or regulations

Other: Applicants must successfully pass a pre-screening, including a tuberculin skin test or x-ray and a blood/urine drug screening test.  Health must be adequate to perform all duties of the position.  Applicant must complete SIHC Application and Authorization Form, both must be submitted to Human Resources prior to the close date indicated.