Administrative Assistant
3 days ago
The Administrative Assistant/Clerk/Driver provides administrative and clerical support to the Site Manager and program staff. This role involves researching and compiling information, coordinating activities between departments and/or outside services, and performing various administrative tasks.
Key Responsibilities- Provide administrative support to the Site Manager and program staff, including answering phones, taking messages, and distributing mail.
- Contribute to team effort by accomplishing related tasks and providing staff coverage as needed.
- Establish and maintain filing systems for correspondence, forms, reports, and records.
- Maintain confidentiality of all facts of program and participant records.
- Operate and maintain office equipment, such as copiers, computers, printers, and fax machines.
- Prepare meeting space, agendas, and minutes for meetings.
- Prepare reports, memos, letters, and other documents using word processing, spreadsheet, and database software.
- Research and compile information under the direction of the Site Manager and produce reports for managers, staff, and outside agencies.
- Assist in coordinating activities within and between departments and/or outside agencies, such as meetings and special events.
- Provide transportation services for TANF participants attending work participation activities within Orange County.
- Keep accurate records of trips, vehicle maintenance, mileage, and any incidents that occur.
- Inspect company vehicles for cleanliness, safety, and potential mechanical problems daily.
- Update and maintain inventory of vehicle equipment.
- Perform other duties as assigned.
Education: High School Diploma or GED and four (4) years' experience in a secretarial/administrative role. Or, an Associate's degree in business plus two (2) years' work experience in an administrative role.
Experience: Providing quality customer service, including the assessment of client needs and evaluating the level of client satisfaction. Intermediate to advanced experience with computers and various software for word processing, database, spreadsheet, and desktop publishing. Experience driving a passenger vehicle for business purposes, and transporting people of various ages to different locations. One year of file and records management experience.
Certificates & Licenses: Valid California Driver's License with driving record acceptable to SCTCA's insurance. CPR and First Aid.
Knowledge of: Administrative and clerical procedures and systems, such as word processing, managing files and records, designing forms and flyers, and other typical office procedures and terminology. Computer literate with ability to operate a PC and MS Office software programs, such as Word, Excel, PowerPoint, and Publisher. Proficient in using virtual meeting platforms such as Zoom, GoToMeeting, etc. Strong organizational and time management skills. Knowledge of Indian history, culture, and politics a plus.
Ability to: Typically requires sitting for extended periods of time. Work in an indoor office environment but will also require travel. Minimum typing speed of 40 words per minute. Interpret, apply, and explain rules, regulations, policies, and procedures. Understand scope of authority in making independent decisions. Be able to assist participants in and out of vehicle and into appointment location (if needed). Lift and move objects on occasion weighing up to 40 pounds.
Conditions of Employment: Candidates are required to successfully complete required background check, including Live Scan and drug screening.
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