To assist the Executive Director in the daily functions of their department, so that they can devote maximum attention to the operation of their department.
Qualifications:
Education/Certification/Experience:
High School Diploma or GED required
Bilingual (English/Spanish) preferred
Special Knowledge/Skills:
2+ years of experience as an office manager, administrative assistant or secretary preferred • Knowledge of secretarial practices, office machines, and record keeping. • Willingness to perform simple and routine tasks. • Ability to interpret, apply, and explain instructions given orally and in writing. • Ability to plan and organize work effectively. • Ability to keep information confidential and maintain an ethical attitude. • Ability to apply basic grammatical rules. • Ability to work under pressure and meet short deadlines. • Ability to set priorities. • Ability to learn and apply procedures. • Ability to work flexible hours or shifts. • Ability to recognize and report hazards and apply safe work methods. • Possess physical and mental stamina commensurate with the responsibilities of the
position.
Major Responsibilities and Duties: • Processes all incoming and outgoing mail.• Assesses need, orders and maintains supplies, materials, and equipment needed.• Performs any bookkeeping tasks associated with the specific position.• Maintains regular filing systems and searches files for specific information.• Prepares correspondence and reports as instructed.• Maintains a schedule of appointments, makes arrangements for conferences and schedules interviews.• Greets visitors and ascertains nature of business.• Utilizes office technology and automation to complete tasks and operates office machines such as word processor, calculator, etc.• Makes necessary arrangements for meetings including date, location, and time; contacting those who need to attend; and sees that all materials are prepared on matters to be discussed.• Accepts responsibilities for making office reports and supervising the office operations.• Makes routine decisions in accordance with established policies and procedures.• Makes travel arrangements for respective Executive Director.• Maintains financial records, prepares necessary purchase orders, professional leave forms, and travel reimbursements.• Interacts and answers questions professionally and appropriately with the public and district staff in person and on the telephone.