Administrative Assistant

The incumbent will function as principal support staff to the Executive Assistant to the CEO, and Executive Management Team.

SUPERVISION:

Received: The incumbent works under the direct supervision of the Executive Assistant and Executive Officers based on project.

Exercised: Not Applicable

RATE: $22.05 - $24.03 experience to be considered

JOB RESPONSIBILITIES:

• Provide a wide variety of clerical/administrative support to the Executive Assistant and Executive Management Team, and other program directors as assigned;
• Maintains confidentiality in all dealings for Executive Management Team with clients, staff, public officials, and all other parties who have contact and/or business interactions with these officers;
• Assists with preparation of contracts and amendments as required;
• Responsible for regular maintenance of a management system for contracts, and other important agency documentation, including both hard copy and/or electronically as directed; organizes and maintains active/special project files as directed;
• Assists with drafting form letters and routine correspondence for Executive Management Team, interprets written work instructions;
• Assists with screening telephone calls and drop-in visitations for the Executive Management Team, as well as placing outside calls for any of the officers;
• Assists with making appointment/meeting and travel/lodging arrangements (internally and externally) as needed for the Executive Management Team;
• Provides switchboard relief as assigned, to include postage machine operation;
• Provides technological assistance to support staff and other administrative staff as needed;
• Orders and maintains adequate office supplies for Executive offices;
• Assist in the calendarization, development and implementation of special Agency events, community assessments, trainings, etc.;
• Will maintain professional boundaries with all current, past, and prospective clients, and maintain the confidentiality of clients and staff, in accordance with CAPHR policy and procedure.
• Abide by all CAPHR Safety policies and procedures.
• Present professional and positive image as a representative of CAPHR.
• Responsible for having adequate knowledge of all CAPHR programs to make referrals to other CAPHR programs which are beneficial to the client and his/her family.
• Must possess a valid driver’s license and be able to travel when needed
• Performs all other duties as assigned by the supervisor or his/her designee(s).
• Perform other related duties as required. 

 REQUIRED SKILLS AND ABILITIES:

• Strong, accepted-practice secretarial skills
• Strong time management and organizational skills
• Computer literate in such programs as, but not limited to, Word, Excel, Outlook etc.
• Operate office equipment including, but not limited to, copiers, fax machines, telephone systems, & adding machines
• Effective written and oral communication skills
• Ability to work in a fast-pace, deadline/detail-oriented environment
• Ability to self-manage multiple tasks

EDUCATION AND/OR EXPERIENCE:

• High School/ Business School, experience will be considered

PREFERRED EXPERIENCE:

• 1-3 years Office experience