Administrative Assistant

Center for Elders' Independence; Oakland (CA); On-site; USD 28,240 - 41,286; Full time

Job summary

Center for Elders’ Independence in Oakland is seeking an Administrative Assistant to support a busy office with clerical tasks, scheduling, and document preparation using standard software. The role includes answering phones, filing, preparing letters and reports, and coordinating meetings.

Minimum one year of clerical experience is required. Strong communication, organization, and independent work skills are essential in a multicultural team.

Qualifications

• One year of full-time experience performing clerical, secretarial or administrative duties.
• Excellent written and oral communication skills. Able to compose original correspondence and respond to mail.
• Demonstrated ability to plan, organize, and meet deadlines taking into account changing priorities.
• Ability to work independently with minimal supervision.
• Able to create and maintain a document management system.
• Ability to work in a multicultural and multidisciplinary setting.
• Knowledge of standard business software.
• Excellent customer service skills.
• Demonstrated attention to detail and follow-through.

Responsibilities

• Performs a variety of general administrative tasks in support of the office including answering phones, maintaining records and files and keeping track of inventory.
• Prepares a variety of letters, memos, forms, reports, arithmetical summaries, and other material, typically using standard business software.
• Makes copies, prepares mailings and makes entries on standardized forms and checks forms and records for completeness and accuracy.
• Acts as a receptionist, answers telephones and responds to routine inquiries.
• Receives, sorts and distributes mail and office supplies.
• Schedules appointments and coordinates meetings including communicating with meeting invitees, mailing out agenda’s and/or packets and coordinating meals.
• Coordinates and may prepare reports that track progress of projects.
• Answers routine correspondence as directed.
• Maintains files and organizes office records.
• Performs other duties as assigned.

Skills

Clerical experience

Communication skills

Planning & organization

Independent work

Document management

Multicultural setting

Business software

Customer service

Attention to detail

Job description

Administrative Assistant

The Center for Elders’ Independence is a PACE (Program of All‑Inclusive Care for the elderly) organization that uses an interdisciplinary team approach to care planning and care implementation for the purpose of providing high quality, affordable, integrated health care services to the elderly, including an Adult Day Health Center, and promoting autonomy, quality of life and the ability of individuals to live in their communities.

The Position: Under general supervision, an Administrative Assistant performs a wide variety of duties usually requiring the use of administrative/clerical skills, procedures and methods; participates in budget preparation and other areas of the business operations requiring the gathering, compiling and presentation of information; and performs a variety of routine clerical and secretarial tasks for an assigned manager or department.

The pay rate range for the Administrative Assistant at Center for Elders Independence is $20.50 per hour to $29.97 per hour. Wages are based on the market for the AA position, as well as experience, skills, abilities and work history.

Duties and Responsibilities

• Performs a variety of general administrative tasks in support of the office including answering phones, maintaining records and files and keeping track of inventory.
• Prepares a variety of letters, memos, forms, reports, arithmetical summaries, and other material, typically using standard business software.
• Makes copies, prepares mailings and makes entries on standardized forms and checks forms and records for completeness and accuracy.
• Acts as a receptionist, answers telephones and responds to routine inquiries.
• Receives, sorts and distributes mail and office supplies.
• Schedules appointments and coordinates meetings including communicating with meeting invitees, mailing out agenda’s and/or packets and coordinating meals.
• Coordinates and may prepare reports that track progress of projects.
• Answers routine correspondence as directed.
• Maintains files and organizes office records.
• Performs other duties as assigned.

Qualifications

• One year of full-time experience performing clerical, secretarial or administrative duties.
• Excellent written and oral communication skills. Able to compose original correspondence and respond to mail.
• Demonstrated ability to plan, organize, and meet deadlines taking into account changing priorities.
• Ability to work independently with minimal supervision.
• Able to create and maintain a document management system.
• Ability to work in a multicultural and multidisciplinary setting.
• Knowledge of standard business software.
• Excellent customer service skills.
• Demonstrated attention to detail and follow-through.

The above job description is intended to communicate the general function of the mentioned position and by no means shall be considered an exhaustive or complete outline of the specific tasks and functions that will be required. CEI reserves the right to change job descriptions, site assignments, and/or work hours as required by the needs of the program. All employees are expected to perform their duties within their ability as required by the job and/or as requested by management.