Administrative Assistant

The Arc Fresno/Madera Counties; Fresno (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

The Arc Fresno/Madera Counties is seeking an Executive Administrative Assistant to support the Executive Director, Directors Team, and Human Resources. The role involves a wide range of clerical and administrative duties to help achieve the agency's day-to-day goals.

Responsibilities include coordinating meetings, managing communications, handling mail and shipments, preparing materials, and supporting onboarding, travel, and events.

Qualifications

• Equivalent of two-year college or technical school with three years related experience.
• Must possess valid California Driver’s License, auto insurance and clean DMV records.
• Must be highly organized and detail-oriented.
• Proficient with PC software including word processing, spreadsheets, presentation, PowerPoint, desktop publishing and typing 50 wpm.

Responsibilities

• Answers agency's main phone line for incoming calls, determines purpose and forwards or takes messages.
• Receives, sorts and routes mail and faxes to appropriate programs and staff.
• Maintains postage machine, shipping, tracking, and distributes packages.
• Creates and prints memos, reports, flyers and documents; orders supplies.
• Takes minutes at Board and Leadership meetings and distributes within a week.

Skills

Organization

Typing 50 wpm

MS Office

Communication

Education

Two-year college or technical school with three years related experience

Job description

Summary

The Executive Administrative Assistant provides support to the Executive Director and on an as-needed basis to the Directors Team and Human Resources Department. The position will consult and assist the Executive Director on a range of clerical and administrative tasks to ensure the success of the Executive Director's day-to-day goals and objectives for the agency.

DUTIES

• Answers agency's main phone line for incoming telephone calls determines the purpose of call and forwards to appropriate staff, and takes messages if necessary.
• Receives, sorts and routes mail and faxes to appropriate programs and staff.
• Responsible for shipping, mailing and maintenance of postage machine and tracking certified mail with signature and tracking. Accepts and distributes incoming packages/online orders.
• Creates, types and prints memos, correspondence, reports, flyers and other documents. Orders administrative office supplies, business cards, and other supplies as needed for the Agency.
• Orders and distributes agency uniform shirts for Direct Care staff and tracks inventory for new hires and annually thereafter. Reports inventory counts/costs to the accounting department.
• Takes accurate minutes at Board and Leadership meetings, electronically files and distributes to attendees within one week of the meeting. Sets up meeting room, orders lunch and resets room to original order.
• Asists with the planning, coordination and registration of meetings, conferences, trainings, seminars, and workshops. Responsible for detailed travel arrangements when required attendance is outside the Fresno area.
• Responsible for downloading and filing all digital pictures taken by Directors only. I suggest this go to HR Administrator.
• Scheduling and setting up for job fairs, job postings, pre-employment assessments, reference checks.
• Designs and creates recruiting posters, flyers, documents and forms.
• Maintains and updates all social media sites for the purpose of recruiting.
• Handles monetary and tangible donations and sends thank you letters on behalf of the agency.
• Files employee records, tracks training and documents in ADP. I suggest this go to HR Administrator.
• Creates new hire packets for onboarding.
• Tracks and files employees' driver's licenses and vehicle insurance.
• Reconciles credit card statements for Directors only
• Assists Executive Director with HCBS Grant Invoices.
• Sends regret letters for applicants not hired.
• Updates organizational chart, direct line/extension documents, program directory, etc.
• Assists with technical tasks, such as setting up voicemails for the leadership team and contacts IT company with phone system problems
• Travel to programs to deliver or pick up various items from the post office, restaurants, etc.
• Assist in the planning of employee events, creates certificates of recognition and maintains a library of photographs.
• Performs other duties as assigned.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equivalent of two-year college or technical school and three years related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and interpret documents such as safety rules, and procedure manuals. Ability to write high quality reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables in standardized situations.

Certificates, Licenses, Registrations

Must possess valid California Driver’s License, auto insurance and clean DMV records.

Other Skills

Must have experience with a variety of PC software applications including word processing, spreadsheets, presentation, PowerPoint, Desktop publishing and type a minimum of 50 wpm. Must be highly organized and detail-oriented.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand; walk; stoop, and kneel. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.