Administrative Assistant II

Talentify; Long Beach (CA); On-site; USD 33,000 - 39,000; Full time

Job summary

Long Beach, CA-based organization seeks an Administrative Assistant II to support the site, department and Director. Responsibilities include desk-top publishing, database management, and general office duties such as preparing correspondence and minutes.

The role emphasizes accurate reporting, ethical conduct, and effective communication with clients and staff across diverse communities. Proficiency with MS Word/Excel and windows-based systems is required.

Qualifications

• High school diploma required; 3+ years general office experience preferred.
• Proficiency with Microsoft Office Suite and basic database tools.
• Ability to prepare clear reports and maintain accurate records.
• Bilingual abilities may be required within certain programs.

Responsibilities

• Perform general office functions: correspondence, supplies, mailings, minutes, petty cash.
• Provide accurate information and referrals to customers.
• Coordinate logistics for program activities (space, meals, etc.).
• Supervise staff where assigned and maintain professional standards.
• Prepare accurate reports and correspondence; communicate clearly with stakeholders.

Skills

Communication

Teamwork

Organizational skills

Professionalism

Ethical behavior

Multicultural sensitivity

Education

High school diploma

Tools

MS Word

MS Excel

MS Access

Publisher

Windows OS

Job description

Long Beach, CA 90813

Overview

Salary Range:

$24.01 - $28.81 Hourly

Position Type:

Full Time

Job Shift:

Day

Description

Statement of Purpose

The Administrative Assistant II provides assistance and support for the site, department and/or the Director and performs a variety of desktop publishing and database management duties.

Major Tasks, Duties and Responsibilities

• Perform general office functions which include preparing correspondence, ordering supplies and print shop requests, preparing bulk mailings, recording meeting minutes, maintaining petty cash drawer, supervision of staff, etc.
• Provide accurate information and referrals to customers.
• Coordinate logistics of program activities, such as scheduling space, ordering meals, etc.
• Work as a team member in performing duties and assignments.
• Adhere to professional standards.
• Ability to prepare accurate and precise reports and correspondence.
• Ability to demonstrate ethical and professional behavior.
• Ability to communicate clearly, with clients, staff, peers, supervisors, and non-BHS resources.
• Ability to convey respect for cultural and lifestyle diversities of clients and staff.
• Ability to recognize personal issues that have an impact on job performance and interactions with clients.
• Knowledge of the BHS SUD and Health Center sites.
• Knowledge of computer operations; Windows and word processing (MS Word). Ability to readily adapt to the indicated computer information system.

Administrative Assistant II Competencies and Performance Expectations

All Administrative Assistant II’s are expected to:

• Receive and direct calls and visitors
• Organize and maintain office files and systems
• Develop and maintain computer generated reports, database of program statistics Prepare layouts for complex documents, such as newsletters, brochures, and reports
• Arrange and coordinate appointments, meetings, and program activities
• Supervise office and/or clerical staff
• Comply with BHS health and safety standards

Prerequisite Qualifications

The following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act.

Bilingual abilities may be required within certain BHS programs.

High school diploma. Minimum of three-year general office experience preferred.

Proficiency in MA Windows, Word, and Excel. Skills in MS Access, Publisher or ability to self-teach. Knowledge of office procedures.

Ability to operate required computer programs for position, including but not limited to Microsoft Office Suite, electronic timekeeping system, electronic learning management system, upon hire or demonstrated competency developed within 90 days of employment.

Must have valid California driver’s license and liability insurance if driving a personal or company vehicle on BHS business.

Qualifications