Administrative Assistant

Position Summary

The Administrative Assistant is responsible for providing a wide range of administrative and office support to the management team throughout various CTI programs to ensure the efficient operation of the department.

Essential Functions And Responsibilities

• Provide administrative support for management team. May include: billing and report generation; entering and retrieving statistical data; compiling reports; maintaining and updating project address lists; responding to information requests by assembling informational packets and mailings; preparing monthly reports; copying and dispersing flyers, newsletters, and outreach materials; assisting with event planning.
• Manage reception area to ensure effective telephone and mail communications both internally and externally and provide excellent customer service to visitors.
• Staff reception desk, answer incoming calls and greet visitors and clients.
• Create spreadsheets and other documents needed for the program.
• Track walk-in clientele and needs of visitors. May perform intake and/or registration for clients and provide resources and referrals as necessary.
• Enter client data into program databases.
• Manage purchases for the department, order supplies, track office expenditures.
• Auxiliary kitchen duties and food and snack preparation.
• May coordinate dates, locations and facilitator training.
• Uphold the values of CTI – Equity, Integrity, Compassion.

Qualifications

• High School or equivalent
• Pleasant personality and professional telephone manners are essential.
• Excellent customer service, organizational, interpersonal, oral and written communication skills.
• Ability to work well under pressure and have good problem-solving skills.
• Ability to manage multiple priorities and work in a demanding environment with minimal supervision.
• Excellent attention to detail and ability to maintain confidentiality.
• Proficient computer skills to include Windows, Microsoft Word, Excel, Internet, and comfort learning new software and tracking systems.
• Desire to work with low-income, culturally diverse, and at-risk families and individuals.
• Recent Physical and MMR immunity
• Ability to pass CORI and background check which includes fingerprinting.

Preferred Qualifications

• Bilingual skills (English/Spanish, English/Khmer English/Portuguese)
• Associate's degree