Administrative Assistant

Description

CCAP Mission Statement - To empower all people and communities, challenged by poverty as well as social and cultural barriers, through advocacy, education, and access to high quality health and human services.

JOB SUMMARY:

Provide administrative support to key leaders of the organization to include typing, taking minutes of meetings, storing, filing and managing documents, copying, faxing, data input, recording checks, organizing meetings, conference calls, inventory of office supplies and ordering, and managing shipments.

Work Schedule Demands:

• Part-time; 20-25 hours per week, flexible schedule
• May be required to work at any CCAP location 
• May be required to open and/or close buildings as needed 

Requirements

REQUIRED QUALIFICATIONS:

• High School diploma or equivalent and two years related administrative experience. 
• Must be able to use Microsoft Office; Word, Excel, write reports, correspondence, and create meeting packages
• Must be able to effectively present information and respond to questions from individuals seeking services at CCAP, and the general public
• Must be able to excellent oral and written communication skills, including speech, grammar, spelling, and legibility are at sufficient level to ensure effective and appropriate communication
• A valid driver’s license and automobile insurance is required for related travel between sites
• Bilingual in Spanish highly preferred

KEY RESPONSIBILITIES:

• Performs general clerical duties to include but not limited to photocopying, faxing, mail distribution and filing.
• Creates and modifies various documents using Microsoft Office. 
• Maintains Outlook calendar(s) in current and accurate status. 
• Coordinate's meetings and conference calls as needed or anticipated. 
• Coordinates travel arrangements as needed. 
• Answer phones promptly and uses good judgment to prioritize the distribution of messages in a timely manner. 
• Prepares meeting materials and assists with the development of PowerPoint presentations. 
• Responsible for keeping inventory of all office supplies and placing orders for replenishment is needed. 
• Records minutes at various meetings and archives them accordingly. 
• Maintaining computer and manual filing systems. 
• Handling sensitive information in a confidential manner.  
• Coordinating repairs to office equipment. 
• Greeting and assisting visitors to the office. 
• Ability to multi-task.
• Good telephone answering skills.  
• Ability to work as part of a team.
• Performs all other related duties as assigned.

COMPETENCIES: 

Customer Focus: 

• Works well with customers, promotes a positive image of the Agency. 

Interpersonal Skills 

• Exhibits a generally positive attitude 
• Is cooperative in accepting new or additional assignments 
• Builds and maintains good working relationships 
• Consistently treats colleagues with respect 
• Is aware of his/her impact on others 
• Demonstrates an appropriate relationship with Supervisor 

Professionalism 

• Maintains Confidentiality 
• Demonstrates respect for clients 
• Takes initiative in solving problems 
• Shows good judgment and decision-making skills 
• Accomplishes work with a minimum of supervision 

Teamwork 

• Builds positive team relationships 
• Works well in a team environment 
• Proactively communicates all needed information to relevant parties 

Self-Development 

• Looking for opportunities to increase knowledge 
• Works to increase responsibility 
• Strives to achieve personal goals 

CONFIDENTIALITY OF INFORMATION:  

Has access to all confidential administrative information within the organization.  Will maintain the confidentiality of all materials in accordance with State and Federal law and CCAP policies and procedures. 

PHYSICAL EFFORT / 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 individuals with disabilities to perform the essential functions.  

While performing the duties of this job, the employee is regularly required to sit and to talk to hear.  The employee frequently is required to use hands, fingers, handle or feel objects, tools or controls and reach with hands and arms.  The empl