Administrative Assistant

3 days ago

Costa Mesa, California, United States Newport Beach & Company Full time
Job Title: Administrative Assistant I

Job Summary:

The Administrative Assistant I will provide administrative support to a coordinator or director-level administrator, performing a variety of responsible and technical clerical duties requiring specialized knowledge and independent judgment.

Key Responsibilities:

  • Perform responsible and complex technical clerical work involving independent judgment and requiring accuracy and speed.
  • Provide primary administrative support to a coordinator or director-level administrator.
  • Answer telephones and provide routine information and direct inquiries to the appropriate staff or office.
  • Make phone calls to request or provide information as directed.
  • Receive and screen visitors, greet students, staff, and the public, and provide assistance as appropriate.
  • Prepare and type letters, memoranda, forms, records, reports, bulletins, handbooks, questionnaires, requisitions, and documents.
  • Compose email correspondence independently.
  • Prepare and maintain a variety of logs, files, and records.
  • Duplicate a variety of materials.
  • Receive and distribute mail.
  • Prepare, review, and edit a variety of forms and materials for completeness, accuracy, and compliance with established regulations and procedures.
  • Generate invoices and collect program fees.
  • Generate, maintain, update, and submit contracts for community partners, county, and nonpublic agencies and schools.
  • Conduct research and collect data for nonpublic schools, agencies, and independent contractors.
  • Oversee and maintain the contract database.
  • Submit facilities use requests.
  • Perform clerical arrangements for home-to-school transportation of special education students.
  • Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns.
  • Operate a variety of office equipment, including a calculator, copier, fax machine, computer, and assigned software.
  • Maintain appointment and activity schedules and calendars, including the master calendar.
  • Coordinate travel arrangements and hotel reservations as necessary.
  • Reserve facilities and equipment for meetings and other events as needed.
  • Arrange for substitute personnel, as required.

Requirements:

  • Any combination equivalent to: graduation from high school and three years increasingly responsible clerical experience.
  • Typing speed of 55 net wpm.
  • Proficiency in Microsoft Office software, including Word, Excel, Outlook, and PowerPoint.
  • Ability to perform responsible and complex technical clerical work involving independent judgment and requiring accuracy and speed.
  • Ability to understand, interpret rules and written directions and apply to specific situations.
  • Ability to compose correspondence independently.
  • Ability to establish and maintain cooperative and effective working relationships with others.
  • Ability to analyze situations accurately and adopt an effective course of action.
  • Ability to meet schedules and time lines.
  • Ability to perform duties effectively with many demands on time and constant interruptions.
  • Ability to plan and organize work.
  • Ability to work confidentially with discretion.
  • Ability to maintain records and prepare reports.
  • Ability to communicate effectively both orally and in writing.
  • Ability to type and input data at an acceptable rate of speed.
  • Ability to learn to operate new software applications.
  • Ability to make arithmetic calculations quickly and accurately.
  • Ability to understand and follow oral and written directions.
  • Ability to operate a variety of office equipment, including a computer and assigned software.

Working Conditions:

  • Office environment.
  • Constant interruptions.

Benefits:

  • Twelve (12) days of vacation during the first year of employment, increasing up to twenty-two (22) days beginning the 18th year of service.
  • Twelve (12) days of paid sick leave per year, with unlimited accumulation.
  • Comprehensive health benefits program for employees who work twenty (20) hours or more per week.
  • Life insurance for employees.
  • Professional growth points shall be earned by employee participation while in non-paid status in activities which are employment related.
  • Tuition and textbook reimbursement up to $500 is also available - limited to one per year.

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