ADMINISTRATIVE ASSISTANT

Community Bridges envisions a thriving community where every person has the opportunity to unleash their full potential. Our family of ten programs delivers essential services, provides equitable access to resources, and advocates for health and dignity across every stage of life.

POSITION DESCRIPTION:

Under the supervision of the Marketing and Communications Director and in partnership with Development Department staff, the Administrative Assistant performs a variety of responsible program and clerical support functions, including maintaining records, preparing statistical reports, filing, typing and using a computer to input and retrieve data. The Administrative Assistant also performs related work as required.

DUTIES & RESPONSIBILITIES:
Clerical and Program Support:

• Supports the Marketing/Communications Director and Development Department with various projects.
• Translates or interprets documents from English to Spanish or vice versa, as needed.
• Approaches agency staff, families and children, in a friendly manner.
• Receives and screens telephone calls and voicemails, providing information as necessary or directing the caller to the proper person.
• Compiles, maintains and organizes data, statistics and other information to be used in the preparation of periodic and special program reports.
• Maintains a variety of statistical information.
• Develops and maintains organized filing systems; files and retrieves information quickly and accurately.
• Types correspondence, reports, forms, schedules, minutes and other materials from rough drafts or brief notes; may prepare charts or visual aides for use in reports or presentations.
• Uses a computer and other ancillary equipment to enter and retrieve data; uses a computer to generate files, manipulate data, do word-processing and perform similar duties. Be familiar with MS Word and Excel.
• Processes incoming and outgoing mail, including electronic communication, interoffice correspondence; coordinates interoffice communication.
• Uses a variety of standard office equipment such as a copier, printer, scanner, and FAX machine.
• Orders materials and supplies, sets up meetings, utilizes electronic calendar and interfaces with various vendors as needed.
• Distributes materials, memos, minutes and documents within the organization and externally as needed.
• Acts as liaison to communicate frequently with other community organizations; performs various functions for outside organizations as assigned by the Marketing/Communications Manager

Professional Conduct:

• Uses proper judgment and discretion when dealing with information gained during the course of work; maintains confidentiality.
• Develops and maintains effective working relationships with other staff members, representatives of community agencies and the public.
• Communicates effectively and respectfully with people from different racial, ethnic and cultural groups and from different backgrounds and lifestyles; demonstrates a knowledge of and sensitivity to their needs.
• Drives a motor vehicle incidental to the performance of the work and is insurable.
• Stay abreast of current practices, and continue with professional development opportunities and goals.

Job descriptions are intended to be illustrative only; they are not designed to be restrictive or to define each and every assigned duty and responsibility. In an organization of this nature, each employee is expected to perform such duties as necessary to fulfill the stated goals of the agency.

We screen all applicants, require background checks on final candidates consistent with funding regulation requirements and are a Drug-Free Work Place. Candidates are encouraged to apply even if they are not sure that they meet the minimum qualifications. Relevant experience, knowledge, and skills may be obtained through a wide variety of traditional and non-traditional means.

UNION:

The administrative assistant position is represented by the SEIU bargaining unit.

OTHER JOB DETAILS:

• This is an FLSA non exempt position.
• The position is eligible for a $.40/$.10 per hour bilingual and biliterate differential upon passing a test administered by the HR department.
• This is a hybrid position; on-site/remote attendance from Monday through Friday is required.

EMPLOYMENT STANDARDS:
Knowledge Of:

• Standard office practices and procedures, including filing, record keeping and gathering of detailed information; and
• The use of standard office equipment, including computers and software programs, fax machine and printer.

Skill In:

• Maintaining accurate records, researching and compiling data and preparing detailed reports.
• Performing a variety of clerical, arithmetic, and program support duties.
• Typing at a rate of 55 WPM and developing flyers, brochures, calendars and other detailed materials.
• Using a computer to do word-processing and to input and retrieve data;
• Organizing work and setting priorities.
• Dealing with callers over the telephone, determining the nature of the call and referring them to the proper person.
• Explaining the policies and requirements of the service.
• Dealing tactfully, cooperatively, and effectively with other agency staff members and the public, including people from different racial, ethnic and cultural groups and from different backgrounds and lifestyles.

MINIMUM REQUIREMENTS:

• Bilingual/biliterate Spanish/English preferred.
• Computer knowledge/skills required.
• Must be able to work at a computer for full workdays; some routine lifting and reaching requirements. Must be able to lift up to 25 lbs.
• Ability to multi-task and remain calm and effective under pressure.
• Must have a valid CA Driver's License, have access to drive a motor vehicle incidental to the performance of the work and be insured.