Administrative Assistant

Boys & Girls Clubs of Greater Oxnard and Port Hueneme; Oxnard (CA); On-site; USD 29,000 - 33,000; Part time

Benefits offered by this job

Pension Plan

Paid Sick Time

Training & Development

Job summary

Boys & Girls Clubs of Greater Oxnard and Port Hueneme seeks an Administrative Assistant for CETIP to support management and staff. This role ensures daily operations run smoothly and assists in office administration and coordination.

The position requires a High School Diploma, bilingual Spanish/English, and proficiency with Microsoft Office. 25–30 hours weekly with potential events; salary $21.00–$24.00 per hour depending on experience.

Qualifications

• High School Diploma required.
• Bilingual (Spanish/English) preferred.
• Proficient with Microsoft Office and databases.

Responsibilities

• Answer general phone inquiries in a professional manner.
• Greet members/parents/clients/suppliers/visitors to the organization professionally.
• Prepare reports, memos, and documents using word processing and spreadsheets.
• Sort mail, faxes, and deliveries for staff distribution.
• Maintain office supplies and organize supply closet.
• Code and file material; update organization databases.

Skills

Bilingual (Spanish/English)

Education

High School Diploma

Tools

Microsoft Office

Office Equipment

Databases

Job description

Primary Function:

The Cannabis Enforcement and Teen Intervention Project (CETIP) Administrative Assistant will ensure the efficient day-to-day operation of the office and support the work of management and other staff.

Administrative Assistants should demonstrate competence in some or all of the following:

Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.

Build Relationships: Establish and maintain positive working relationships with others both internally and externally, to achieve the goals of the organization.

Communicate Effectively: Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.

Focus on client needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

Make Decisions: Assess situations to determine the importance, urgency, and risks, and make clear and timely decisions in the best interests of the organization.

Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.

Plan: Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.

Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

CETIP Administrative Assistant will perform a wide range of duties, including some or all of the following:

Reception:

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with accurate information
• Greet members/parents/clients/suppliers/visitors to the organization in a professional and friendly manner

Office Administration:

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and deliveries for distribution to appropriate staff
• Maintain the photocopier with paper at all times
• Prepare and send outgoing faxes and mail
• Forward incoming general e-mails to the appropriate staff member
• Receive and store the office supplies, ensuring that basic supplies are always available
• Maintain the office supplies closet clean and organized
• Code and file material according to the established procedures
• Update and ensure the accuracy of the organization's databases
• Provide secretarial and administrative support to management and other staff
• Make travel, meeting, and other arrangements for staff
• Coordinate the maintenance of office equipment

Provide Support:

• With the CETIP Director, prepare meeting agendas and supporting materials for distribution
• Ensure the timely distribution of materials to staff
• Support the CETIP Director with meetings and other arrangements
• Draft minutes during staff meetings

Qualifications

• High School Diploma required
• Bilingual (Spanish/English)

Knowledge, skills, and abilities

• Proficient user of Microsoft Office (Word, Excel, Powerpoint, Outlook)

• Proficient user of office equipment (computer, phone, copier/printer, etc.)
• Databases

Experience

• 6 months - 1 year work experience in an office setting (preferred)

Working Conditions

• Administrative Assistants work in an office environment
• Administrative Assistants usually work 25-30 hours a week
• Administrative Assistants may be required to adjust work week to attend special events

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Ability to supervise large groups of youth and coordinate their activities. A majority of the time will be spent sitting. Moderate lifting will be required from time to time.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

• $21.00 - $24.00/hr (Depending on experience, education, and other criteria)
• Pension Plan (after meeting eligibility criteria)
• Paid Sick Time

• Training & Development