Administrative Assistant

Job Title: Administrative Assistant

Classification: Non-Exempt

Department: Boys & Girls Club


Division:

Supervisor: Boys & Girls Club Director


Effective: 03/01/2011

JOB SUMMARY

The individual is responsible for providing regular clerical and administrative support to the Boys & Girls Club Director or other Club staff member as necessary. Prepares correspondence and reports, maintains schedule and calendar, answers telephones and maintains electronic and hard copy files. This job has no supervisory responsibilities. Individual will be assigned other duties as needed by the department head/supervisor.

Qualifications

EDUCATION REQUIREMENTS? High school diploma or G.E.D.? One (1) year of office experience and/or training.? Must be able to type/keyboarding skills of at least 50 wpm.? Must be able to communicate proficiently in the Spanish and English language.? Must be able to use the copy, fax machines, and telephone.III. EMPLOYMENT REQUIREMENTS? Applicant will be subject to a complete background investigation. Incomplete, inaccurate and/or failure to report information will cause the applicant rejection from consideration.? Applicant must take and pass a drug, physical, and pre-placement screening administered by the City of Mission doctor at the City's expense.? Applicant must have a neat and professional appearance.


Miscellaneous Information

SKILL AND ABILITY REQUIREMENTS? Ability to type 50 wpm.? Computer experience: Window Programs, Microsoft Office, Excel Access.? The individual must be organized and able to meet the public.? The ability to speak Spanish and English fluently.? Strong customer relations skills.? Ability to maintain strict confidentiality.? Follow instruction orally or in written form without close supervision.? Perform tasks that are routine and detailed.? Ability to read and interpret documents such as safety rules and City policy procedures.V. ESSENTIAL JOB FUNCTIONS? Performs regular secretarial duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofreads all materials for accuracy prior to supervisory review and signature.? Maintains supervisor's calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.? Maintains master schedule of Club activities and events, collecting and disseminating information to Club staff, volunteers, members and families as instructed.? Answers telephones, providing general information, referring callers to other staff or taking messages as necessary.? Maintains electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.? Monitor office supply inventory and order supplies as necessary.? May be responsible for managing inventory of office equipment and service contracts, performing routine maintenance activities and contacting service representatives as needed.? May serve as Club receptionist, greeting all members and visitors and maintaining attendance and visitor logs.? May monitor and log staff attendance and transmit attendance data to payroll.? Must be able to tactfully keep loiterers away from city property.? Perform all job functions with special attention placed on good public relations, safety, and proper office procedures in compliance with city policies.NON-ESSENTIAL JOB FUNCTIONS? Other related duties as assigned by the Department Director.VII. EQUIPMENT /MATERIALSGeneral office and safety equipment/materials to include but not limited to the following: ? Telephone ? Personal Computer, mouse, printer, keyboard? Postage meter? Typewriter? Paper cutter? Electric Hole Puncher? Pens, pencils, highlighters, Stapler, rulers? Computer software, diskettes and CD's ? Policy & procedure handbook? Copy machine, fax machine? 10 key calculator? Manual hole puncher