Summary
The Administrative Assistant will provide administrative support to the Coordinator and program management team and ensure efficient operations of the program office.
H/she will professionally and accurately handle administrative tasks related to supporting the Coordinator and tracking enrollment for program individuals.
Duties and Responsibilities
Specific responsibilities of the Administrative Assistant are, but may not be limited to:
- Provide direct administrative support to the Coordinator, which may include confidential and sensitive information.
- Accurately organize, maintain and update files, manuals, handbooks and logs as assigned.
- Prepare correspondence, forms, and generate reports (including editing/proofreading) as assigned by the Coordinator.
- Work collaboratively with colleagues and other agency departments.
- Responsible for screening phone calls, checking voicemail, and responding to questions regarding program issues.
- Create and maintain a filing system for all correspondence (i.e., notices, newsletters, articles, etc.)
- Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing or expediting orders as needed.
- Ensures operation of equipment (copier, etc.) by completing preventive maintenance requirements, including calling tech for repairs, ordering ink and maintaining equipment inventories.
- Participate in Agency training, staff meetings, committees and special events.
- Schedule meetings and appointments and maintain calendar of events for the Coordinator.
- Maintain safety and fire drill logs/books.
- Perform related duties as needed.
Qualifications and Skills
- Associate degree in administration or related field with 1-2 years of experience working as an Administrative Assistant.
OR
- High School diploma with 3-5 years of experience working as a Senior Secretary or Administrative Assistant.
- Knowledge of and fluency with computers and common office software (including Microsoft Word, Excel, Outlook, PowerPoint) and other electronic applications (internet, Google, calendar, etc.).
- Superior verbal and written communication skills; as well as strong time management, organizational and interpersonal skills. Must pay attention to detail, have ability to be flexible and multi-task; as well as work as part of a team.
- Ability to relate well with developmentally disabled individuals and staff.
- Bilingual (English/Spanish) a plus.
Physical Abilities
Ability to see at normal distance, hear normal conversations and sounds. Physical ability to bend, squat, sit on floor, climb stairs, skip and run.
Use hands and fingers to fill out required forms on regular paper and use computer keyboard and other office machines/equipment.
- NOTE: This job description reflects management’s assignment of essential and secondary functions. It does not prescribe or restrict the tasks that may be assigned. Tasks are subject to change at any time due to reasonable accommodation or other reasons.
