Administrative Assistant

The Administrative Assistant performs day-to-day functions using established systems and procedures and provides assistance to administrative and management teams.

Job Duties

• Manages multiple calendars; arranges meetings, conference calls, and video conferences using Outlook and other tools such as MS Teams and Zoom
• Proofreads and edits documents and reports
• Assists case management staff and program leadership with administrative duties related to state and Federal grant programs
• Serves as primary point of contact for office staff, program applicants, and client visitors within the program intake center
• Coordinates meals for lunch meetings, breakfast meetings, and suppers for staff working after office hours
• Assists with travel arrangements, meeting arrangements, data entry, correspondence, and document scanning
• Enters time and expense information into the time entry system for staff when requested
• Other duties as required

Supervisory Responsibilities:

N/A

Qualifications, Knowledge, Skills and Abilities

Education:

• High school diploma, required; Associate’s, preferred

Experience:

• Two (2) or more years’ experience in a professional office environment, preferred

License/Certifications:

• N/A

Software:

• Proficiency in Microsoft Office, required
• Familiarity with document retention software, preferred

Language:

Bilingual Spanish, preferred

Other Knowledge, Skills, & Abilities:

• Advanced computer and office equipment skills, including scanners, copiers, printers, binders, projectors, video conferencing equipment, and multi-line telephone system
• Ability to troubleshoot and solve problems

Flexibility to work overtime if needed – before or after normal business hours