Administrative Assistant I

Duties And Responsibilities

• Provide excellent customer service to clients, stakeholders, vendors, suppliers, members of the public, and employees.
• Open and close the reception area each work day.
• Receive all telephone calls and screen calls for appropriate transfer.
• Greet all visitors and direct them to the proper department representative and monitor their access.
• Provide information about KCAO.
• Inform clients and change voice mail message regarding KCAO closures.
• Order office supplies and maintain inventory.
• Provide departmental support.
• Arranges conference rooms as needed.
• Provide translation support for phone calls or clientele.
• Refer clients to appropriate resources within KCAO as well as external community partners.
• Completes requisitions and check requests related to department expenditures.
• Make copies, replenish paper in copy machine, and calls for service if needed.
• Keep bulletin boards in break rooms up to date for KCAO.
• Post and update bulletin boards in lobby for KCAO and community partners.
• Maintain reception area and mailroom in a clean and attractive manner.
• May serve as a translator for meetings.
• Schedule appointments for programs as directed.
• Receive, stamp, distribute, and process mail on a daily basis.
• Order postage and supplies for postage machine.
• Notify IPSS staff of shipments received for pickup.
• Complete data entry of responses from KCAO client survey cards.
• May contact maintenance contractor for building needs (ex: air conditioner, electric, etc.).
• Update and replenish KCAO brochures.
• Other duties as assigned.

Education/Experience Requirements

• A high school diploma or equivalent.
• One year work experience in a clerical setting preferred.

Other Requirements

• Travel and attend out of area meetings and conferences as required per the funding source(s).
• Work variable hours and days, including those outside regular Monday through Friday, 8 a.m. to 5 p.m. business hours.
• Must be able to meet and maintain KCAO hiring requirements which include:
• Criminal Record Clearance including California DOJ, FBI and Child Abuse Centralized Index (CACI), National Sex Offender Public Website (NSOPW), and the California Sex and Arson Registry (CSAR) (Megan's Law).
• Reliable, insured transportation and valid California Driver License.
• Motor Vehicle Report (MVR) acceptable to KCAO's vehicle insurer.
• Health examination with tuberculin clearance.
• Ability to be contacted outside of regularly scheduled work hours in case of emergency.

Knowledge, Skills And Abilities

• Bi-lingual (English/Spanish) required.

Job Summary

The Administrative Assistant I completes tasks, ensures effective communication and connections, and assists in the professional operation of Kings Community Action Organization (KCAO) in a diverse, quickly moving bilingual environment. Maintains functional awareness and understanding of KCAO programs and services and seeks understanding of client needs in the delivery of excellent customer service.