Administrative Assistant bei None

Essential Duties and Responsibilities:

1. Is required to use a variety of office equipment, such as the fax machines, photocopiers, scanners, and videoconferencing and be able to use several types of telephone systems along with email programs.
2. Will coordinate and perform administrative activities and support by storing, retrieving, and integrating information for dissemination to staff and clients, answers and relays calls and messages, with follow-up to recipient in a professional manner.
3. Open, sort, and distribute incoming correspondence, including faxes and email and schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors.
4. Receives visitors and program applicants/participants in a customer-oriented manner, gives program information to callers and visitors and directs to appropriate staff member.
5. Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies and verifying receipt of supplies.
6. Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
7. Will assist with negotiating with vendors on office equipment and/or supplies.
8. Maintains workflow by studying methods, implementing cost reductions, and developing reporting procedures to resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
9. Creates and revises office systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and maintain HR files.
10. Prepares and modifies documents including correspondence, reports, drafts, minutes, contracts, memos, emails, and other documents as requested.
11. Maintains financial records, files, receipts; tracks invoices, billings, program data such as performance indicators, mailing lists, as well as other office records.
12. Assists in coordination of planned activities, workshops, conferences, travel arrangements, venue arrangements.
13. Provide technical assistance, training and support to fresh staff as needed.
14. Attend meetings, conferences, workshops, and performs special projects and other related duties as assigned.

Qualifications:

1. Two years of vocational trade or equivalency supplemented by 2 years of college level work or equivalent experience of at least 2 years.
2. Demonstrated ability either through education and/or experience, knowledge of corporate office protocol and customer service-oriented practices and procedures.
3. Demonstrated ability to speak clearly, pleasantly, and courteously, and must possess good listening/comprehension skills.
4. Must possess good organizational skills; be able to digest program facts and interpret them to visitors and applicants for services.
5. Knowledge and experience in recent computer software, word perfect/Microsoft Word, excel, with demonstrated ability to type minimum of fifty words per minute.
6. Bilingual Spanish speaking preferred.