ADMINISTRATIVE ASSISTANT

Clerical and Program Support

• Supports the Marketing/Communications Director and Development Department with various projects.
• Translates or interprets documents from English to Spanish or vice versa, as needed.
• Approaches agency staff, families and children, in a friendly manner.
• Receives and screens telephone calls and voicemails, providing information as necessary or directing the caller to the proper person.
• Compiles, maintains and organizes data, statistics and other information to be used in the preparation of periodic and special program reports.
• Maintains a variety of statistical information.
• Develops and maintains organized filing systems; files and retrieves information quickly and accurately.
• Types correspondence, reports, forms, schedules, minutes and other materials from rough drafts or brief notes; may prepare charts or visual aides for use in reports or presentations.
• Uses a computer and other ancillary equipment to enter and retrieve data; uses a computer to generate files, manipulate data, do word-processing and perform similar duties.
• Be familiar with MS Word and Excel.
• Processes incoming and outgoing mail, including electronic communication, interoffice correspondence; coordinates interoffice communication.
• Uses a variety of standard office equipment such as a copier, printer, scanner, and FAX machine.
• Orders materials and supplies, sets up meetings, utilizes electronic calendar and interfaces with various vendors as needed.
• Distributes materials, memos, minutes and documents within the organization and externally as needed.
• Acts as liaison to communicate frequently with other community organizations; performs various functions for outside organizations as assigned by the Marketing/Communications Manager.

Professional Conduct

• Uses proper judgment and discretion when dealing with information gained during the course of work; maintains confidentiality.
• Develops and maintains effective working relationships with other staff members, representatives of community agencies and the public.
• Communicates effectively and respectfully with people from different racial, ethnic and cultural groups and from different backgrounds and lifestyles; demonstrates a knowledge of and sensitivity to their needs.
• Drives a motor vehicle incidental to the performance of the work and is insurable.
• Stay abreast of current practices, and continue with professional development opportunities and goals.

Qualifications

• Bilingual/biliterate Spanish/English preferred.
• Computer knowledge/skills required.
• Must be able to work at a computer for full workdays; some routine lifting and reaching requirements.
• Must be able to lift up to 25 lbs.
• Able to multi-task and remain calm and effective under pressure.
• Must have a valid CA Driver’s License, have access to drive a motor vehicle incidental to the performance of the work and be insured.