Department Administrative Assistant

ESSENTIAL FUNCTIONS:

• Performs a variety of clerical and specialized office tasks related to the department; composes correspondence, types a variety of reports and materials and prepares special reports.
• Coordinates departmental functions of each work center within the department as well as those services provided by outside contractors.
• Participates in preparing budgets, maintains budget accounts, establishes and maintains complex filing systems.
• Relays complex and important instructions and messages as necessary.
• Coordinates purchase requisitions, purchase coding and process invoices.
• Maintains appointment schedules, screens and refers callers, provides detailed responses to information requests about programs and activities.
• Assists in the preparation and distribution of agendas and supporting materials for boards and committees.
• Contacts members and arranges meeting room facilities, transcribes and distributes minutes and related information.
• Assist with writing and proofing reports.
• Coordinate sponsorship program by contacting and working with sponsors, maintain records, and plan the sponsor appreciation day.
• Provide communication to office and facility staff about meetings, trainings, special projects and events.
• May train staff on company and department policies and procedures.
• Assist with special events as needed.
• Drives a vehicle to meetings, workshops, and other job related responsibilities.

DESIRABLE QUALIFICATIONS:

Graduation from high school including or supplemented by courses in business science. Considerable experience in business and general clerical work or equivalent combination of education and experience which produces the following:

• Knowledge of the occupational hazards and safety precautions of the job.
• Knowledge of computer and applicable software programs.
• Knowledge of modern office equipment, practices, systems and procedures.
• Knowledge of business practices and procedures.
• Ability to take notes and transcribe it rapidly and accurately.
• Ability to maintain complex records and to prepare reports and answer questions from records.
• Ability to compose correspondence.
• Ability to read, understand, interpret and explain rules and regulations.
• Ability to relate to the needs and concerns of senior citizens.
• Ability to maintain effective working relationships with co-workers, the public and to deal with public relations problems courteously and tactfully.

SPECIAL REQUIREMENT:

• Ability to take notes and transcribe it rapidly and accurately.
• Possession of a valid California driver’s license.

Job Type: Full-time

Pay: $31.00 - $33.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Microsoft Office: 1 year (Preferred)
• Executive administrative support: 1 year (Preferred)

Work Location: In person