Administrative Assistant

Description

Position Summary:

Administrative Assistants are responsible for the efficient operation of the office by performing a variety of tasks, including, but not limited to, document production, filing, greeting visitors, telephone reception, scheduling appointments, and meetings, ordering office supplies and processing work orders.

Pay Range:  $21.00 to $27.30 per hour 

Requirements

Essential Duties:

· Interact with clients, staff, and visitors while maintaining confidentiality in all aspects of client, staff and agency information.

· Manage daily administrative tasks, including answering phones, scheduling, and organizing documents.

· Perform general clerical duties to include, but not limited to, scanning, copying, faxing, mailing, filing, answering phones, and data input.

· Collaborate with department to ensure efficient cross-functional communication.

· Maintain reception area, conference rooms, and kitchen areas clean and organized.

· Managing incoming and outgoing mail and shipments.

· Complete tasks in the community with personal automobile including completion of local mail run to the campus and post office. 

· Manage office supplies, equipment, and facilities, coordinating with vendors as needed.

· Managing  office systems, including filing systems, databases, and spreadsheets.

· Maintain office calendar to coordinate workflow and meetings.

· Maintain an office environment that is consistent with existing contracts, licensing regulations and agency-established policies.

· Assist in coordinating logistics for meetings and events and attend as needed. 

· Reviewing and updating health and safety policies, and ensuring they're observed.

· Assist in grants and contracts submissions. 

· Assists with additional duties and tasks that arise based on agency and program needs.

Minimum Qualifications:

· Proven experience as an administrative assistant or similar role.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook.)

· Excellent organizational and time-management skills.

· Strong communication and interpersonal abilities.

· Ability to work independently and as part of a team.

· Ability to juggle multiple projects and duties with superb accuracy.

· Strong organizational skills with the ability to manage multiple tasks and deadlines.

· Exceptional customer service skills, over the phone and in person, with our customers and internal departments.

· Strong sense of urgency, problem-solving skills, self-motivated and self-starter.

· Excellent verbal and written communication skills are required and or bilingual Spanish/English preferred and will result in additional stipend to pay. 

Must be able to operate standard office equipment and be computer literate. Applicant should possess excellent verbal, written, analytical and problem-solving skills. Must be able to communicate effectively and follow both oral and written instructions.