Administrative Assistant

About the Role

The Executive Administrative Assistant provides support to the Executive Director and, as needed, to the Directors Team and Human Resources Department. This position consults and assists the Executive Director on a range of clerical and administrative tasks to ensure the success of the Executive Director’s day-to-day goals and objectives for the agency.

Responsibilities

• Answers agency’s main phone line, determines the purpose of calls, and forwards to appropriate staff or takes messages.
• Receives, sorts, and routes mail and faxes to appropriate programs and staff.
• Handles shipping, mailing, and maintenance of the postage machine, including tracking certified mail with signature and tracking.
• Accepts and distributes incoming packages and online orders.
• Creates, types, and prints memos, correspondence, reports, flyers, and other documents.
• Orders administrative office supplies, business cards, and other supplies as needed for the agency.
• Orders and distributes agency uniform shirts for Direct Care staff and tracks inventory for new hires and annually thereafter.
• Reports inventory counts and costs to the accounting department.
• Takes accurate minutes at Board and Leadership meetings, electronically files, and distributes them to attendees within one week of the meeting.
• Sets up meeting rooms, orders lunch, and resets the room to its original order.
• Assists with planning, coordination, and registration of meetings, conferences, trainings, seminars, and workshops.
• Makes detailed travel arrangements for required attendance outside the Fresno area.
• Downloads and files all digital pictures taken by Directors.
• Schedules and sets up job fairs, job postings, pre-employment assessments, and reference checks.
• Designs and creates recruiting posters, flyers, documents, and forms.
• Maintains and updates all social media sites for recruiting purposes.
• Handles monetary and tangible donations and sends thank-you letters on behalf of the agency.
• Files employee records, tracks training, and documents in ADP.
• Creates new hire packets for onboarding.
• Tracks and files employees’ driver’s licenses and vehicle insurance.
• Reconciles credit card statements for Directors only.
• Assists Executive Director with HCBS Grant Invoices.
• Sends regret letters for applicants not hired.
• Updates organizational chart, direct line/extension documents, program directory, etc.
• Assists with technical tasks, such as setting up voicemails for the leadership team and contacting the IT company for phone system problems.
• Travels to programs to deliver or pick up various items from the post office, restaurants, etc.
• Assists in planning employee events, creates certificates of recognition, and maintains a library of photographs.
• Performs other duties as assigned.

Requirements

• Equivalent of two-year college or technical school and three years of related experience and/or training; or equivalent combination of education and experience.
• Ability to read and interpret documents such as safety rules and procedure manuals.
• Ability to write high-quality reports and correspondence.
• Ability to speak effectively before groups of customers or employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several variables in standardized situations.
• Must possess a valid California Driver’s License, auto insurance, and clean DMV records.
• Experience with a variety of PC software applications including word processing, spreadsheets, presentation, PowerPoint, and desktop publishing.
• Must type a minimum of 50 wpm.
• Must be highly organized and detail-oriented.

Physical Demands

• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms.
• The employee is occasionally required to stand, walk, stoop, and kneel.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

• The noise level in the work environment is usually moderate.