JOB POSTING - POSITION: Department Administrative Assistant REPORTS TO: Family Self Sufficiency Director STATUS: Part Time 30 hours weekly, $ 12.00 hourly JOB SUMMARY: Provide high-level administrative support to the Program Director by assisting with all office tasks, coordinating program activities, maintaining records control and database systems and Assists with collection and preparation of operating reports. This position requires a business minded individual who has strong reporting skills and is able to learn quickly. Responsibilities require the exercise of independent judgment in executing a wide variety of administrative duties and tasks. DUTIES AND RESPONSIBILITES: · Supports Director in establishing and monitoring program objectives and performance · Assists staff and community groups to support resource development · Responsible for program and volunteer supplies, keys, inventory, requisitions of payment and purchases as authorized by the Director · Ensures records compliance for all clients by updating program files and conducting internal file audits · Assists Program Director with meetings by distributing information, recording meeting minutes, etc. · Assists program staff with presentations · Collects and files volunteer and students paperwork (Enrollment Forms, Timesheets, etc.) · Assists Director to ensure program compliance with applicable rules and regulations, as required · Generates reports to meet multiple funding requirements · Gathers, organizes and enters data into computer system · Prioritizes multiple tasks and effectively executes tasks to meet deadlines in a fast-paced environment, while anticipating future needs · Effectively communicates information and requests to staff and Administrators · Creates and maintains paper and e-filing systems, distribution lists, organization charts, and other team materials · Shopping for department materials · Looks for opportunities to enhance job knowledge and improve processes · Performs other duties as assigned KNOWLEDGE, SKILLS, AND ABILITIES: 1. Ability to maintain a high level of confidentiality 2. Adapt to a changing work environment 3. Relate to and work with diverse clients 4. Meet all required reporting deadlines 5. Ability to work a flexible work schedule, as needed, including evenings and/or weekends 6. Strong organizational skills and business ethics 7. Effective communication skills both oral and written 8. Professionalism 9. Proficient with Internet Explorer, Adobe Design Suite, and all Microsoft Office programs to include Word, Power Point, Excel, Publisher, and Outlook 10. Experience supporting a team 11. Excellent verbal, written, interpersonal communication skills and professional presence 12. Must be well organized and be able to prioritize tasks 13. Energetic with a positive attitude, able to effectively multi-task and prioritize work in a fast-paced environment 14. Anticipating changing needs and adjusting accordingly 15. Produces desired results in a timely and highly proficient manner without supervision 16. Team player in immediate work group as well as across the organization 17. Strong communication skills both verbally and written QUALIFICATIONS AND EXPERIENCE: 1. Bilingual preferred (English/Spanish) 2. Minimum high school diploma 3. Minimum of two years experience in a related field Send resume with cover letter to [email protected] or fax to 210.532.4996 No phone calls. EOE
Posted on: Thu, 03 Jul 2014 11:20:19 +0000
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