The annual salary for the Administrative Assistant position is $ 37,056 equivalent to $19.00 p/h based on a 37.5 hours/week
POSITION SUMMARY
The Administrative Assistant assists program managers/supervisors or other senior level management in the performance of office duties involving complex, clerical, secretarial, and various administrative work; ensures that office runs smoothly and efficiently. Operates a data processing computer, performs data entry and verification, provides computer generated reports data/report discrepancies.
ESSENTIAL DUTIES
- Prepares and types a variety of non-routine/complex correspondence, forms, reports and similar items using a personal computer and Microsoft Word software; develops outreach and other promotional materials using desktop publishing types of software.
- Enters, maintains, and updates program and client data with accuracy and completeness.
- Issues computer generated reports on schedule or as otherwise required.
- Copies, logs, sorts, faxes and files documents pertaining primarily to computer operations.
- Works with management and other agencies to resolve data discrepancies and to troubleshoot problems.
- Trains new data entry staff to use computer systems.
- Attends program and agency meetings and trainings as required.
- Ensures office is opened and closed in a timely manner. Follows through with any necessary maintenance to office facilities and equipment.
- Attends to office-related tasks outside of the office such as banking, and other job-related errands.
- Answers telephones in a timely, friendly fashion; screens calls; returns calls as directed with requested information; assists callers as able; takes accurate, complete messages; forwards calls to other staff members as appropriate.
- Supports program client activities on and off site.
- May act as office receptionist, greeting visitors, offering refreshment when appropriate, and informing staff members of visitor’s arrivals; schedules, confirms and cancels appointments for others; maintains a tidy reception area.
- Responds to questions about program services from referral sources; connects prospective clients with appropriate staff member; refers callers to appropriate resources and other community agencies.
- Sets up, maintains and updates program and other routine and non-routine records and lists manually and on the computer; performs data entry to open, transfer, and close cases; runs and distributes reports as required.
- Performs routine clerical duties such as copying, sorting, faxing and filing documents.
- Ensures that supply inventories are maintained at adequate levels and supplies are ordered when low; stock shelves with new supplies; maintains supplies in neat, orderly fashion; may order special items as requested.
- Oversees incoming and outgoing mail.
- Cross trains in other clerical duties and fill in for absent staff or overload work situations as necessary.
EDUCATION/EXPERIENCE/SKILLS
- High school diploma or GED, AA or certificate of completion in a secretarial field preferred.
- Minimum 1-2 years of clerical work experience.
- Working knowledge of standard office practices, procedures and equipment, office organization skills to ensure smooth running of office.
- Typing speed sufficient to meet minimum production (i.e., 45 wpm).
- Positive, friendly manner to represent El Nido when answering the telephone and acting as receptionist.
- Accurate, basic math skills to calculate and maintain routine numerical records.
- Working knowledge of personal computer operation including word processing and data entry, Excel, desk top publishing as required by specific job assignment.
- Ability to be flexible and work in a fast-paced environment.
- Bilingual skills (English/Spanish), when required by specific work assignment.
- Sensitivity to service population’s cultural and socioeconomic characteristics.
- Effective oral and written communication skills.
- · Basic knowledge of program services, child abuse laws.
Special Requirements
- Must have a reliable automobile for use on the job (mileage to be reimbursed); valid driver’s license, satisfactory driving record and proof of insurance; TB clearance, to be renewed every year.
Job Type: Full-time
Pay: From $37,056.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Referral program
Schedule:
Education:
- High school or equivalent (Required)
Experience:
- Administrative Clerical: 2 years (Required)
Language:
- Proficient in English/Spanish (Required)
Work Location: In person