Administrative Assistant (Temporary Position)

The Administrative Assistant will play a crucial role in facilitating efficient office operations by managing correspondence, organizing meetings and appointments, and maintaining meticulous files and records. The successful candidate should possess exceptional communication skills, an unwavering attention to detail, and the proficiency to prioritize and multitask with finesse.

Core duties include but are not limited to:

• Warmly welcome and assist visitors with professionalism and courtesy.
• Skillfully manage incoming and outgoing phone calls, ensuring accurate message relay.
• Coordinate and manage schedules, appointments, and meetings for executives and directors.
• Maintain and update both electronic and paper filing systems with precision.
• Handle incoming and outgoing mail and packages, including sorting, distribution, and meticulous tracking. (Angela will exclusively sort mail)
• Maintain a well-organized inventory of office supplies; this includes placing, confirming, and distributing orders under the guidance of the Sr. Executive Assistant.
• Support in crafting meeting reports, encompassing presentations, agendas, and duplication tasks, among others.
• Execute research tasks and compile information as required.
• Facilitate seamless travel arrangements and accommodations for C-Suite personnel when necessary.
• Collaborate with Executive Assistants to effectively organize and orchestrate company events and meetings.
• Uphold a tidy and systematically arranged office environment, including organizing the supply closet.
• Manage and distribute incoming orders efficiently.
• Maintain detailed supply inventory, providing the required list to Executive Assistants for purchasing purposes.
• Oversee sound control within the office environment.
• Regulate AC settings if deemed necessary for optimal comfort.
• Handle filing, scanning, and electronic filing duties.
• Create duplicates of certificates and other relevant documents as needed.
• Manage and reconcile with credit card receipts accurately.
• Other duties as assigned.

Key Competencies:

• Uphold the utmost confidentiality standards.
• Showcase a documented track record in Administrative Assistant roles or equivalent positions.
• Demonstrate excellent proficiency in both verbal and written communication.
• Display adept organizational and time management skills, including an aptitude for task prioritization.
• Exhibit an unwavering commitment to precision and accuracy in all responsibilities.
• Handle confidential information with the highest levels of discretion.
• Possess exceptional interpersonal skills and thrive within a collaborative team setting.
• Self-motivated and adept at operating autonomously while proactively taking initiatives.
• Exhibit adaptability and flexibility when faced with shifting priorities and deadlines.
• Excel as a team player.
• Proactively embrace opportunities to take initiative.
• Remain flexible in the face of evolving circumstances.

Skills/Qualifications:

• Proficient command of MS Office applications (Word, Excel, PowerPoint, Outlook) and other pertinent software.
• Working knowledge of various office equipment, such as printers, fax machines, projectors, and more.
• Proficiency in advanced typing skills.

Educational Requirements:

• High school diploma or equivalent; supplementary education or certifications are advantageous.
• Some college preferred

Teamwork and Interpersonal Skills:

1. Displays an awareness of others' needs and consistently acts in their best interests.
2. Exhibits courtesy, mutual respect, and compassion in all interactions with others.
3. Takes the initiative to propose constructive solutions to challenges.
4. Recognizes and respects differences while actively seeking more effective communication approaches.
5. Demonstrates a positive and professional response to changes and challenges.
6. Nurtures positive working relationships and contributes to a collaborative work environment.
7. Exhibits effective teamwork, working cohesively to support the organization in achieving its goals and objectives.
8. Adapts smoothly to shifting workplace priorities.
9. Attends and actively participates in scheduled meetings, whether weekly, bi-weekly, or monthly.

Work Schedule:

• General work hours are Monday to Friday 9 a.m. to 6 p.m., however, start times will vary, depending on organizational, staffing, community, and patient needs.
• Work schedules are subject to change based on organizational, staffing, community, and patient needs. As such, FTOC may need to modify work schedules to meet such needs.
• Saturday work schedules will also be effected or implemented due to organizational, staffing, community, and patient needs as FTOC continues to grow and expand work days and hours.
• Overtime may also occur due to organizational, staffing, community, and patient needs.

Work Location:

• While staff may be assigned a primary site (Tustin, Garden Grove, Fountain Valley, Wellness Center, Mobile Units, or Telehealth, etc.), you may be required to temporarily fill in at another site based on organizational, staffing, community, and patient needs.

Travel Requirements:

• Occasional travel will be required for this position. Must be able to travel to FTOC sites as needed, including short notice.

Physical Demands and Working Conditions:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee may be required to drive to FTOC facilities as needed. The ability to sit for extended periods of time. The employee must occasionally lift and/or move up to 25 pounds.

*This job description in no way states or implies that these are the only duties to be performed by the employee. He or she will be required to follow any other instructions and to perform other duties, within scope, as assigned by his or her supervisor.

FTOC’s Expectations of all Employees

• Adheres to all FTOC Policies and Procedures.
• Conducts self in a manner that always represents FTOC’s core values.
• Maintains a positive and respectful attitude with all work-related contacts.
• Communicates regularly with immediate supervisor about Departmental and FTOC concerns.
• Consistently reports to work as scheduled and in a timely manner prepared to perform the duties of the position.
• Meets productivity standards and performs duties as workload necessitates.
• To train on all Learning Management Systems (LMS) by self-learning models from FTOC’s EMR.

Families Together of Orange County (FTOC) is proud to be an equal opportunity employer.  FTOC does not discriminate based on race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.