Administrative Assistant

Bilingual Administrative Assistant Job Description Greet and direct office visitors and clients. Answer office telephone line, respond to direct requests for information and/or forward messages to appropriate staff. Complete intake forms for organization's various programs and make any appropriate referrals. Enters all program data in a timely and accurate manner into Salesforce and other authorized databases and executes regular data imports and exports. Enter in the appropriate database client's information, case notes and evaluation information Maintains confidentiality of sensitive client data according to Ser Familia’s privacy standards. Maintain clients' appointment calendar with mental health counseling providers, tele psychiatry, GLADV Program Coordinator, Victims Advocate and Case Managers. Prepare materials for meetings and training sessions and other activities of the organization. Maintain master calendar of in-house. Runs reports in Salesforce to monitor data, communicates with supervisor about inconsistent or incorrect data, and troubleshoots data errors. Generates program and grant activity reports Assists program staff with client follow-up and other duties, as needed Assist with report preparation for private and government grantors Produce quarterly, and annual quantitative reports to provide program monitoring and outcome information. Assist in the production of program data reports including monthly, quarterly, and annual reports Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Receive and distribute all incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution Provide Support to de Safety Office by executing different kinds of Safety Drill to comply with the organization’s Safety Policy and keep record of them. Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics). Make any in-kind donation request as instructed by Executive Director and coordinating the delivery, pick up and distributions of said donations. Perform other duties and responsibilities as requested Requirements: A minimum of two years’ College or Technical education. Associate’s Degree in Business Administration preferred, but not required. At least 2 years of work experience in an office environment. Working knowledge of Microsoft Office. Strong computer and Technology Skills. Ability to enter data into a computer quickly and accurately. Comfortable with office equipment including a computer, telephone, scanner, calculator, and photocopier. Strong attention to detail. Ability to think analytically. Self-starter with excellent verbal and written skills, good organizational, communication, and leadership skills. Ability to work in a collaborative team environment as well as work independently. Must be Fully Bilingual: English and Spanish. #J-18808-Ljbffr