Administrative Assistant

Vocational Instruction Project Community Services; Modesto (CA); On-site; USD 52,000 - 72,000; Full time

Job summary

Vocational Instruction Project Community Services in Modesto, CA seeks an experienced administrative professional to manage office procedures, compile reports, and support department operations.

The role involves handling inquiries, budgeting-related tasks, scheduling, and coordinating training. Strong Microsoft Office skills and accurate typing are required. This position may involve varying hours and will support the Director and Assistant Director.

Qualifications

• Bachelor's or Associate degree in Secretarial Science/Business with 5 years administrative experience.
• 3 years administrative experience.
• 2 years budgeting and facilities management experience.
• Must type 30 wpm; English skills; bilingual preferred.

Responsibilities

• Provide consultation to the Director and Assistant Director on department operations.
• Respond to telephone inquiries; manage voicemail and logs.
• Respond to work orders and coordinate with maintenance staff.
• Perform data entry into systems.
• Maintain kitchen inventory and ensure policy compliance.
• Prepare and maintain office records as required.
• Coordinate and order supplies for department operations.
• Assist new staff with policies, standards and schedules.
• Maintain office equipment and arrange repairs.
• Schedule meetings and maintain director calendars.
• Organize and coordinate training programs for staff.
• Maintain petty cash and related records.
• Maintain filing and reconciliation of bills.
• Foster good relationships with agency staff.
• All other duties as assigned by the Director.

Skills

Typing 30 wpm

Bilingual preferred

English proficiency

Education

Bachelor's or Associate degree in Secretarial Science/Business

Tools

Microsoft Office

Excel

Job description

Description

Schedule of hours are not a set schedule of 9:00am-5:00pm. Hours can vary!

1) Management of Office Procedures:

• Provide consultation to the Director and Assistant Director on matters relating to the operation of the department.


• Respond to telephone inquiries and take messages in a professional manner, including management of the departmental voicemail system and telephone logs.


• Respond to work orders, prioritizing requests and providing direction to maintenance staff.


• Preform data entry into systems


• Maintain kitchen inventory and ensure compliance with policy and regulatory requirements.


• Prepare and maintain all office and records as per agency requirements


• Initiate contact with or respond to outside agencies upon receipt of correspondence as required or instructed.


• Coordinate and order supplies necessary for department operation according to procedure.


• Assist with advising new departmental staff of the policies, work standards and schedules.


• Maintain office equipment in operating condition and requisition repairs as needed.


• Schedule meetings, appointments and maintain office calendar as required by the Director and Assistant Director.


• Organize and coordinate training programs for departmental staff as needed or directed.


• Maintain the office petty cash program including administration of petty cash, records keeping and check requests for replenishment.


• Maintain system for filing and reconciliation of bills.


• Maintain good working relationships with staff members throughout the agency.


• All other duties as assigned by the Director.

2) Compile and Generate Reports, Letters and Documents:

• Prepare expense reports according to the schedule.


• Collect, maintain and prepare statistical data and reports that contribute to the operation and management of the department.


• Prepare time cards for the department within established timeframes and in accordance with established procedures.


• Manage word processing of letters, reports and other documents for the department.


• Preform proofreading of letters, reports and other documents for the department.


• Prepare reports for internal and external distribution, photocopy and assemble material as required.

3) Attend Meetings, Seminars as Assigned:

• Attend meetings as assigned.


• Attend annual in-service as required or mandated.

Requirements

• Bachelor's Degree or Associate Degree with a concentration in Secretarial Science/Business and 5 years administrative experience.


• 3 years administrative experience.


• 2 years' experience with budgeting and facilities management.


• Must possess the ability to accurately type 30 wpm.


• 2 years' experience with Microsoft Office and Excel


• Ability to speak, read and write English, Bilingual preferred.


• Must possess sight and digital senses or prosthetics that will enable the essential functions of the job to be completed.