Administrative Assistant II

THE RESOURCE CONNECTION OF AMADOR AND CALAVERAS COUNTIES INC; San Andreas (CA); On-site; USD 10,000 - 60,000; Full time

Job summary

A leading organization is seeking an Administrative Assistant II in San Andreas, CA. This full-time role includes performing a variety of administrative tasks, supporting the program director, and ensuring efficient operation of the office. Candidates must have a high school diploma and experience in administrative roles, exhibit strong communication skills, and be able to perform multiple tasks efficiently.

Qualifications

• Minimum two years in administrative assistant positions.
• Intermediate knowledge of computers including word processing and spreadsheets.

Responsibilities

• Front desk administration, answering phones and greeting clients.
• Maintaining office supply orders and managing inventory.
• Preparing various materials and organizing office information.

Skills

Communication

Teamwork

Critical Thinking

Time Management

Education

High School Diploma or equivalency

Tools

Microsoft Office Suite

Job description

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Expectations for all Employees

All employees are expected to support the Resource Connection mission, vision and values by exhibiting the following behaviors: commitment to the sustainability of the organization and to the mission and vision, teamwork, honesty, and ethical behavior in all dealings with co-workers, community members and program recipients.

Position Summary

Under the supervision of the Program Director or the Administrative Supervisor, the Administrative Assistant II performs a wide variety of routine (journey-level) administrative support work. Work involves disseminating information, maintaining manual and electronic filing systems and performing internal administrative support work. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

Key Areas of Responsibilities and Duties The duties of this position are those described below. This job description does not state or imply that the duties listed are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested by management.

• Front Desk Administration (60%)
• Answer phones and greets clients/visitors in a professional manner. Directs calls to appropriate persons, or screens calls as directed. Uses judgment in interacting with the employees and clients
• Maintain overall coordination of office, including office supply orders and inventory, maintenance of a safe work environment and maintenance of office equipment
• Process and maintain confidential information
• Prepare a variety of material such as interoffice communications, correspondence, requisitions, forms, statistics, curriculum projects, instructional materials, specifications, and reports of a routine or special nature
• Organize (manually file or electronically store) office information for quick and easy retrieval
• Maintain accurate and detailed calendar of events, due dates, and schedules related to the assigned program and its services to ensure proper tasks and activities occur as scheduled
• Receive, review, and verify documents, records and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
• Establish and maintain a variety of records, logs, and filing systems pertaining to area(s) of responsibility
• Responsible for general office projects and assignments supporting one individual, a group, or a department
• Effectively use word-processing, database, and spreadsheet software application programs in the course of assigned duties
• Prepare meeting packets (i.e., agenda, minutes, handouts, etc.)
• Coordinate out-of-area travel and meeting arrangements
• Arrange and schedule a variety of meetings; notifying participants, confirming dates and times, reserving meeting sites, and preparing materials needed at the meetings
• Attend and participate in meetings; may take minutes, transcribe, and distribute as directed
• Administration of Directories, Supplies and Equipment (20%)
• Maintain telephone resources (i.e., current local and regional telephone books, listings, and voice mail instructions for new and current staff)
• Maintain after-hours phone message by recording greetings, instructions and/or directories
• Maintain office supply inventory, order supplies upon approval
• Coordinate use of agency equipment (i.e., vehicles, keys, projectors, etc)
• Maintain office equipment and vehicle maintenance logs
• Mail Services (15%)
• Receive, open, and distribute incoming and outgoing mail and deliver to the appropriate person
• Coordinate courier pick-ups and deliveries
• Other Duties / Responsibilities (5%)
• Attend staff and company meetings/trainings as directed
• Office related errands
  
  

Education/Experience

Minimum Qualifications

• High School Diploma or equivalency
• Minimum two-year in administrative assistant positions
  
  

Knowledge of

• Intermediate knowledge of computer including word processing, spreadsheets, email and internet use
• Knowledge of Microsoft Office Suite (Excel, Word, Outlook Express, etc.)
  
  

Ability to

• Establish and maintain positive and professional business relationships with the public, clients, customers, staff and vendors
• Operate office equipment (i.e., multi-line phone systems, computers, copiers, facsimiles, binding machine, projector, and calculator, etc.)
• Handle changing situations in a calm, confident and professional manner
• Use critical thinking skills to assess situations and take appropriate actions.
• Work in a team environment, providing support and information
• Maintain confidentiality of clients, customers, and staff information
• Use verbal and written communication skills effectively
• Perform a variety of administrative duties with speed and accuracy
• Perform mathematical calculations accurately
• Establish and maintain a variety of records and filing systems
• Prepare a variety of interoffice communications, correspondence, requisitions, forms, statistics, curriculum projects, instructional materials, specifications, and reports of a routine or special nature
• Prioritize and appropriately schedule assignments or tasks to meet established deadlines
• Effectively use word-processing, database, and spreadsheet software application programs in the course of assigned duties
  
  

Physical Activities and Work Environment

The physical demands and work environment 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 otherwise qualified individuals with disabilities to perform essential functions.

Required Physical Activities

• Must have hand and wrist coordination for data entry input
• Must be able to reach, grasp, finger, hold or turn objects
• Must be able to stand and/or sit for up to 3 to 4 hours at a time
• Be able to speak and communicate verbally with co-workers, customers, venders, etc.
• Must be able to occasionally life up to 30 lbs
  
  

Required Travel

Occasionally travels between agency locations in Calaveras and Amador Counties and out-of-area, year-round, under all weather conditions.

Special Requirements

• Must have a valid California Driver's License
• Must submit proof of current automobile insurance coverage at State minimum levels
• Must successfully pass a Livescan and other background checks
• Willingness to work irregular hours and attend night meetings based upon needs of the business
  
  

The Resource Connection is an Equal Opportunity Employer/ADA

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Administrative and Support Services

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