Administrative Assistant

Job Description

Job Description

SUMMARY

The Executive Administrative Assistant provides support to the Executive Director and on an as-needed basis to the Directors Team and Human Resources Department. The position will consult and assist 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.

DUTIES

Answers agency’s main phone line for incoming telephone calls determines the purpose of call and forwards to appropriate staff, and takes messages if necessary.

Receives, sorts and routes mail and faxes to appropriate programs and staff. 

Responsible for shipping, mailing and maintenance of postage machine and tracking certified mail with signature and tracking. Accepts and distributes incoming packages/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/costs to the accounting department.

Takes accurate minutes at Board and Leadership meetings, electronically files and distributes to attendees within one week of the meeting. Sets up meeting room, orders lunch and resets room to original order.

Asists with the planning, coordination and registration of meetings, conferences, trainings, seminars, and workshops. Responsible for detailed travel arrangements when required attendance is outside the Fresno area.

Responsible for downloading and filing all digital pictures taken by Directors only. I suggest this go to HR Administrator.

Scheduling and setting up for job fairs, job postings, pre-employment assessments, reference checks.

Designs and creates recruiting posters, flyers, documents and forms.

Maintains and updates all social media sites for the purpose of recruiting.

Handles monetary and tangible donations and sends thank you letters on behalf of the agency. 

Files employee records, tracks training and documents in ADP. I suggest this go to HR Administrator. 

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 contacts IT company with phone system problems

Travel to programs to deliver or pick up various items from the post office, restaurants, etc. 

Assists in the planning of employee events, creates certificates of recognition and maintains a library of photographs. 

Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

QUALIFICATIONS :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equivalent of two-year college or technical school and three years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

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 organization.

MATHEMATICAL SKILLS:

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.

REASONING ABILITY:

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.

CERTIFICATES, LICENSES, REGISTRATIONS:

Must possess valid California Driver’s License, auto insurance and clean DMV records.

OTHER SKILLS:

Must have experience with a variety of PC software applications including word processing, spreadsheets, presentation, PowerPoint, Desktop publishing and type a minimum of 50 wpm. Must be highly organized and detail-oriented.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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 ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.