Administrative Assistant. (Bilingual Spanish & English)

Bilingual Administrative Assistant Job Description

• Greet and direct office visitors and clients. 


• Answer office telephone line, respond to direct requests for information and/or forward messages to appropriate staff.


• Complete intake forms for organization's various programs and make any appropriate referrals.

• Enters all program data in a timely and accurate manner into Salesforce and other authorized databases and executes regular data imports and exports.

• Enter in the appropriate database client's information, case notes and evaluation information

• Maintains confidentiality of sensitive client data according to Ser Familia’s privacy standards.


• Maintain clients' appointment calendar with mental health counseling providers, tele psychiatry, GLADV Program Coordinator, Victims Advocate and Case Managers.


• Prepare materials for meetings and training sessions and other activities of the organization.


• Maintain master calendar of in-house.


• Runs reports in Salesforce to monitor data, communicates with supervisor about inconsistent or incorrect data, and troubleshoots data errors.


• Generates program and grant activity reports


• Assists program staff with client follow-up and other duties, as needed


• Assist with report preparation for private and government grantors


• Produce quarterly, and annual quantitative reports to provide program monitoring and outcome information.


• Assist in the production of program data reports including monthly, quarterly, and annual reports


• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.


• Receive and distribute all incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution


• Provide Support to de Safety Office by executing different kinds of Safety Drill to comply with the organization’s Safety Policy and keep record of them.


• Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics). Make any in-kind donation request as instructed by Executive Director and coordinating the delivery, pick up and distributions of said


• Perform other duties and responsibilities as requested.
  

 Requirements

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  • A minimum of two years’ College or Technical education. Associate’s Degree in Business Administration preferred, but not required.
  
  
  • At least 2 years of work experience in an office environment.
  
  
  • Working knowledge of Microsoft Office. Experience using Salesforce is s plus.
  
  
  • Strong computer and Technology Skills.
  
  
  • Ability to enter data into a computer quickly and accurately.
  
  
  • Comfortable with office equipment including a computer, telephone, scanner, calculator, and photocopier.
  
  
  • Strong attention to details.
  
  
  • Ability to think analitically.
  
  
  • Self-starter with excellent verbal and written skills, good organizational, communication, and leadership skills.
  
  
  • Ability to work in a collaborative team environment as well as work independently.
  
  
  • Must be Fully Bilingual: English and Spanish (Speak, Read and Write).