Answers telephone, makes referrals, takes messages, and directs incoming calls appropriately.

Duplicates, collates, and prepares reports, lists, correspondence, etc.

Organizes and maintains hard copy and online department files.

Detail-focused, accurate data entry and proofreading.

Collects timesheets from staff, proofreads them for accuracy, and prepares them for Supervisor approval.

Provides back-up to Receptionist, as needed.

Stays current on developments in the services we provide.

Accurately describes and represents programs and services to the public, partner providers, and clients.

High school diploma, at minimum.

One – two years office administration experience.

Read, write and speak the English language fluently.

Ability to speak and write in Spanish is required.

Strong, accurate math skills.

Professional, courteous and warm phone manner and presentation.

Proven track record in working respectfully with diverse employees and/or clients.

Solid multi-tasking, organizational skills and able to meet deadlines.

Must have a clean driving record and be insurable under the Agency’s vehicular insurance policy.

Proficient computer skills, including the Microsoft Office, Microsoft Excel, Access, Internet, etc.

Typing speed of 40 WPM or better.

Performs all administrative support functions for the Executive Director, writing/typing correspondence and memos, posting and distributing the mail, screening his/her written and oral communications, making travel arrangements, and maintaining well-organized files.
 

While exercising creativity and independent judgment develops and maintains Administrative Policies and Procedures outlining the office management systems.

Manages the arrangements for the annual offsite Board/Staff training meeting, including: soliciting proposals from vendors; making recommendations for suitable locations, menus, and logistics; planning for special needs; arranging for transportation to and from the training sites; preparing the Training Manual; and acting as the liaison for Board Members and staff.

Stays up to date on fiscal policies and procedures so as to ensure that any fiscal paperwork, i.e. purchase requisitions, check requests, etc., requiring Executive Director approval are complete and follow P&Ps.

Stays up to date on all contracts and grants and, as part of the Administrative team, helps to ensure compliance with all regulations.

Coordinates with other departments to create Board and Committee packets, attends Board of Directors meetings and acts as the recorder. Transcribes accurate and verbatim minutes for the Secretary of the Board into final official form for public record.

Supervises the Receptionist for the agency, including directing his/her work, managing performance, and conducting appraisals.  Ensures consistent coverage of Receptionist duties.

Participates in setting policy, as needed and ensures organizational policies are followed, when appropriate.

Operates and arranges for the maintenance of office equipment. Researches and makes recommendations for purchasing any new equipment or upgrades.

Is responsible for the maintaining the petty cash fund and allocates payments in compliance with fiscal policies and procedures.

Maintains the overall agency calendar of activities and Administrative Staff time off/leaves of absence so plans for adequate staffing can be made.

Participates in the compilation and typing of proposals for submission to funding agencies.

Assists in the compilation and submission of the contracts and grants awarded to the agency.

Acts as a resource person for and prepares agendas, notices and takes minutes at the Executive, Financial & Personnel, Planning & Programs, Safety, By-Laws, and Fundraising Committee meetings.

Accurately represents programs and services to the public, partner providers, and clients.

A.A. Degree in Business and/or Administrative Assistant related studies desirable.  Four years of progressively responsible experience in secretarial work is acceptable in lieu of a degree.

Three years in office administration with executive support and/or Board support experience.

Excellent interpersonal skills required. Able to work respectfully and successfully with employees of diverse backgrounds at all levels of an organization.

Professionalism, patience, and flexibility a must.

Strong experience in Microsoft Office Suite, particularly Word, Excel and Outlook. PowerPoint skills also desirable. Preference given to candidates with ability to create reports, tables, forms, and presentations from scratch.

Solid, accurate math skills.

Ability to understand, follow and create solid policies and procedures.

Solid multi-tasking, organizational skills and able to meet deadlines.

Read, write and speak the English language fluently. Bi-lingual Spanish a plus.

Typing speed of 70 WPM or better.