Administrative Assistant

Pinal Gila Community Child Services; Casa Grande (AZ); On-site; USD 35,000 - 50,000; Full time

Job summary

Pinal Gila Community Child Services is seeking an Administrative Assistant to provide clerical support across the Administration Office and sites. You will handle phone operations, front desk duties, data entry, and document preparation while ensuring accuracy and confidentiality in all communications.

The role requires strong organizational skills, ability to manage multiple priorities, and a professional demeanor with staff, visitors, and vendors.

Qualifications

• High School Diploma or GED required; AA/AAS preferred in related field.
• Phone system operation, front desk coverage, and clerical support required.
• Intermediate computer, Microsoft Office, and clerical skills; Advanced preferred.

Responsibilities

• Greet, assist, and direct visitors courteously.
• Handle messages, faxes, and confidential information.
• Data entry, scanning, and daily office duties for departments/sites.
• Schedule, correspondence, and document preparation for executive team and departments.
• Maintain agency calendar, bulletin boards, and conference room scheduling.
• Manage front office cleanliness and equipment; process purchases and supplies.

Skills

Phone system operation

Data entry

Communication skills

Confidentiality

Education

High School Diploma/GED

AA/AAS in Business Management or related field

Tools

Microsoft Office

Job description

Job Summary

Responsible for providing clerical support in the day-to-day office operations for the Administration Office and sites, including phone system operation and front desk coverage, organizing data and information used by others, including computing and accurate mathematical computations, and verifying information within the Agency.

Essential Functions

The Administrative Assistant will ultimately be evaluated on a combination of skills, dispositions, and behaviors, some related to the specific service area of this position, and others that represent the general expectations of all our agency employees.

The Administrative Assistant's responsibilities chiefly fall within the following essential functions, although s/he may perform other tasks and/or duties as assigned. The Administrative Assistant will demonstrate competency to perform essential functions that include:

• 1. Greets, assists, and directs all visitors in a courteous manner.
• 2. Accurately receives and disseminates messages and faxes, including confidential information.
• 3. Assists departments and sites with data entry, scanning, and daily office duties.
• 4. Assists with events and professional development planning.
• 5. Assists with form formatting and development.
• 6. Assists departments with filing sensitive documentation and other assigned duties.
• 7. Maintains and posts information on the agency calendar and bulletin boards (internal and external).
• 8. Maintains conference room scheduling for meetings.
• 9. Manages and maintains cleanliness of the front office space; keeps equipment operational per manufacturer instructions.
• 10.Retrieves, forwards, and updates voicemail; transfers calls as appropriate.
• 11.Inventories, purchases, and monitors office/cleaning supplies, including Safety Data Sheets and first aid kits.
• 12.Responsible for copying and laminating for the agency, including annual Start-Up materials.
• 13.Processes electronic requisitions, verifying coding accuracy for program, region, and department.
• 14.Receives orders and opens agency mail for appropriate dissemination.
• 15.Provides administrative support, including scheduling, correspondence, and document preparation, to the executive team and departments.
• 16.Maintains procedures for purchasing and other duties updated in the desk manual.
• 17.Certificates for years of services, agency occasion cards.
• 18.Maintain stock administration breakrooms and restrooms.
• 19.Compute rapid and accurate mathematical computations with purchasing transactions.
• 20.Proficient in utilizing various virtual platforms to facilitate seamless communication and collaboration.

Minimum Requirements

• 1. High School Diploma/GED required. AA/AAS in Business Management or related field preferred. All education must be from an accredited institution.
• 2. Phone system operation, front desk coverage, and clerical support required.
• 3. Intermediate computer, Microsoft Office, and clerical skills. Advanced preferred.
• 4. Arizona's driver's license, proof of insurance, fingerprint card, and Social Security card, and provide a vehicle for program business.
• 5. Health Questionnaire is required at hire and will be updated every 3 years.
• 6. Meet all agency, state and federally required immunizations or have an approved exemption on file.
• 7. Employee must be able to read, write, and understand English.

Knowledge, Skills, and Abilities

Knowledge:

• Knowledge of Head Start Program Performance Standards.
• Knowledge of office administration practices, recordkeeping, and purchasing/procurement procedures.

Skills:

• Strong oral and written communication skills with staff, co-workers, the public, and vendors; proficient in utilizing various virtual platforms to facilitate seamless communication and collaboration.
• Uses technology tools and software effectively and accurately, completing required tasks with minimal errors.

Abilities:

• Ability to work effectively in an office setting and manage multiple administrative priorities.
• Ability to maintain confidentiality of all agency information at all times.
• Ability to demonstrate/capable understanding of the DCS reporting system and the signs and symptoms of child abuse and neglect.
• Experience is required to perform the essential functions of the job.

Physical Requirements

Able to perform the following physical requirements of the position with or without reasonable accommodation: critical sensory requirements include general vision, specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus, hear or listen in the normal range (corrected) and speak and give directions clearly. Able to walk, sit, stand, kneel, crouch, crawl, reach, lift, carry, push, pull or otherwise move objects up to 10 lbs., and occasionally lift and/or move up to 50 pounds.

Working Conditions

Work is performed in a classroom/office setting where minimal exposure to injury exists. The hours of work will generally be during regular business hours and average at least 40 hrs. per week. There will be work variations in work hours due to employee special projects, deadlines, and other concerns. PGCCS employees have the possibility of exposure to blood or other potentially infectious materials through collateral duty to their routine work assignments, such as rendering first aid if need arises, and seldom exposure to vibration, toxic conditions, odors, dust, mold, and poor ventilation.