Administrative Assistant

Community Action Agencies; Battle Creek (MI); On-site; USD 32,000 - 42,000; Full time

Job summary

Community Action Agency South Central Michigan is seeking an Administrative Assistant to support HS/EHS/GSRP programs with clerical tasks, data entry, and front-desk duties. The role requires attention to detail and ability to manage multiple tasks in a busy office.

Responsibilities include data entry in the ChildPlus system, scheduling, mail distribution, report preparation, and maintaining confidentiality.

Qualifications

• High school diploma or GED; 1-2 years of college or technical education.
• Experience in clerical or office assistance, data entry, or records management.
• Knowledge of Word and Excel; familiarity with Outlook and PowerPoint.
• ChildPlus experience preferred.

Responsibilities

• Assist in recruiting children and families to HS/EHS/GSRP programs.
• Enter program data including applications, enrollment, health, and participant information.
• Enter, proofread, lay out, and edit materials for accuracy and format.
• Collect and summarize data to support attendance and donations.
• Provide administrative support to GED program as needed.
• Assist in monitoring participants in sessions.
• Produce reports as directed by Center Manager.
• Greet visitors and route requests to appropriate staff.
• Maintain confidentiality of client and agency information.
• Interviews potential employee candidates.
• Assist in the classroom as needed.
• Assist with scheduling of staff.
• Comply with program and Agency policies.
• Perform other duties as assigned.
• Compliance with Agency’s Mission, Vision and Culture Statements.

Skills

Organizational skills

Interpersonal skills

Work under pressure

Computer skills

Phone system

Punctuality

Education

High school diploma or GED

1-2 years college/technical training

Tools

MS Word

MS Excel

Outlook

PowerPoint

ChildPlus

Job description

Community Action Agency South Central Michiganis an Equal Opportunity Employer (Minorities/Females/Disabled/Veterans). To read more about this, view the EEO - Know Your Rights poster.

(An * denotes duties orresponsibilities judged to be "essential functions" in terms of theAmericans With Disabilities Act or ADA).

Assist in therecruitment of children and families to our HS/EHS/GSRP programs.

Assists in entering data related to program requirementsincluding applications, enrollment, health and other participant informationinto the Child Plus System and/or designated intake system.* as needed

Completesa variety of computer and typing tasks that may include correspondence, lists,forms, tables, charts, and records. Proofreads, does lay‑out, and edits draftand final copy materials for appropriate and consistent format, accuracy offinancial figures and other data, and correct punctuation, spelling andgrammar.*

Collects, enters, and summarizes data to supportparticipant attendance, donations, and other program elements.*

Providesadministrative support to the GED program as needed. Assists in monitoringparticipants while in session as needed.

Produces reports as directed by the assigned CenterManager.*

Receives and greets visitors, notifies appropriate staffmembers, provides directions, and directs deliveries to appropriate staff,fulfills information requests made by staff members, parents, agencies, andschool districts.*

Responsible for other analyses and internal reviews asrequested.*

Answers incoming telephone calls; determines person,office or information desired; refers to directories as required and directscalls to appropriate person; records and transmits messages as required.Assists in the distribution and preparationof external and internal outgoing mail for the assigned site.*

Maintains confidentiality in all aspects of client,staff and agency information.

Interviews potential employee candidates

Assists in the classroom as needed

Assist with scheduling of staff

Complywith program and Agency policies and procedures.

Performs other duties as assigned.

Compliance with Agency’s Mission, Vision and CultureStatements.

Physical Requirements:

PHYSICALREQUIREMENTS

Regularly required to sit, to usehands to finger, handle, or feel, and talk or hear. Frequently required toreach with hands and arms. Occasionally required to stand, bend, and walk. Mustbe able to frequently stretch, bend, stoop, kneel, walk and occasionally liftand/or a move up to 70 pounds. Have ability to climb up and down stairs. Specificvision abilities required by this job include close, distance, and peripheralvision, depth perception and ability to adjust focus.

SPECIAL CONSIDERATIONS

Physical Examination upon hire

Criminal background investigation everyfiveyears and/or as needed includingfingerprinting

Computer Skill requirements

First Aid and CPR requirements (will train)

Valid driver’s license with a driving record incompliance with Community Action Agency of South Central Michigan insurancecarrier requirements.

Reliable transportation with appropriate insurancecoverage.

CERTIFICATION OR LICENSURE

Avalid driver’s license is required and a driving record compliance withCommunity Action insurance carrier.

Employment is subject to a 90-day introductory period.

Qualifications & Education:

QUALIFICATIONS

Education : High schooldiploma or GED required and one to two years of college, technical, vocational,trade, or business school with course work in secretarial skills and computerentry.Relevant work experience would beconsidered in combination or in-lieu of the educational requirement.

Experience: Between one and two years of progressivelymore responsible or expansive experience, related to clerical or officeassistance, data entry, records, or data management is required.

Other Knowledge,Skills, and Abilities:

• Ability to maintainsatisfactory working relationships with the public, departmentalsupervisors and staff
• Excellent organizationalskills and the ability to work with detailed data.
• Must be able to work underpressure to meet critical deadlines.
• Intermediate-level computerskills. Experience in the Agency's Windows based software programs.Broad experience with Microsoft Word and Excel is required. Experience with Outlook and PowerPoint desired. ChildPlus experience preferred.
• Knowledge and experience in the operation of a multi-line phone system is required.
• Must be able to maintain consistent and regular attendance and punctuality based on designated work schedule.