Administrative Assistant

Under the direction of the Vice President of Social Services, the Administrative Assistant will provide administrative support to the Vice President and the department.

Qualifications

• HSD or G.E.D. is required.
• Minimum one year of related work experience; working knowledge of office procedures is required.

Supervisory Responsibilities

This position does not include any supervisory responsibilities.

Essential Job Functions

1. Clerical duties to include typing of letters, memos and reports using a computer; preparation and mailing of packets; creating newsletters/flyers; establishing and effectively using filing/retrieval systems; making copies; routing incoming/outgoing mail; inputting data into database systems.
2. Maintains up to date departmental resources files, mailing lists, phone lists, form letters, and forms.
3. Assures the security of the residents, staff and site resources by greeting visitors and directing authorized individuals to proper locations.
4. Attends meetings and record minutes as requested.
5. Answers and screens phone calls for the department, take messages, and refer calls/messages to the appropriate staff member.
6. Maintains and compiles departmental statistical reports and records using a computer.
7. Maintains office supplies inventory by checking stock levels regularly, anticipating needed supplies, placing and expediting orders and verifying receipt of supplies.
8. Maintains a calendar for the department and assists with arranging meetings, conferences, teleconferences, and travel.
9. Keeps supervisor informed of all issues in a timely and concise manner. Assists with special projects as assigned by the Manager.
10. Works cooperatively with other staff to support them in creating an enriching environment for children and families by adjusting own routines (when appropriate) to accommodate their needs.
11. Contributes to team effort by performing other duties as assigned.

Knowledge, Skills, Abilities

• Knowledge of office procedures and mail distribution.
• Good written and oral communication skills to include telephone skills and manners.
• Excellent customer service skills.
• Computer skills: word processing, spreadsheets, database management, e-mail, calendar, Internet, etc.
• Organizational skills to determine workload priorities and complete a variety of tasks comprising a heavy workload in a timely manner.
• Skill to evaluate given information, research additional information needed, and evaluate and compile the information.
• Record keeping/writing skills to maintain accurate, up-to-date logs so that information is readily researched and retrieved.
• Ability to count, handle and account for petty cash and maintain and issue receipts.
• Ability to maintain confidentiality and objectivity.

Physical Demands

Performs essential job functions in established office environment under normal lighting and climate control tolerance. Regularly required to stand, walk, touch, handle objects with hands, feel, reach, see hear and speak, and sit. Occasionally lifts and/or moves up to 15 pounds. Specific vision abilities required by this job include close vision, and color vision. The noise level in the work environment is usually moderate. This is a non-smoking workplace environment.

Special Conditions

Maintains a valid driver’s license and good driving record with an appropriate level of insurance. Ability to travel to administrative headquarters and assigned location.