Administrative Assistant-Part Time

Job Description 

ADMINISTRATIVE ASSISTANT (401b) 

(part Time) 

Goodwill employees are expected to represent the highest standards of behavior and job performance by:  1) acting with honesty and integrity; 2) ensuring that all business activities are transparent and ethical; and 3) achieving goals in alignment with Goodwill’s Mission, Vision and Values. 

MISSION:  Goodwill’s mission is to provide work opportunities and skills development to people with barriers to employment.  

VISION:  Every person in Kern, Kings, and southern Tulare counties has the opportunity to achieve his/her fullest potential through the power of work. 

VALUES:  Accountability ~ Integrity ~ Dignity ~ Diversity & Inclusion ~ Ingenuity ~ Opportunity 

DEPARTMENT:   HR and Safety 

SUPERVISION RECEIVED:   Vice President of HR, Safety, Loss Prevention and Facilities  

SUPERVISION EXERCISED:   None 

CLASSIFICATION:  Non-Exempt 

POSITION SUMMARY:  To provide high-level administrative support to the Vice President of Human Resources, Safety, Loss Prevention, & Facilities and the company by handling documents, assisting in conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, Zooms, Team meetings, and scheduling meetings.  

Standards of Performance and Conduct (each is an essential function):  

1. Ensure actions are consistent with Goodwill ethics, policies, procedures, goals and mission. 

1. Work collaboratively with management and staff to achieve overall organizational goals.  

1. Consistently maintain acceptable level of productivity, ensuring accounts payable/disbursement functions are completed accurately and timely.    

1. Punctual and regular in attendance, understanding that time away from work is approved and taken in accordance with established policies.  

1. Perform duties in a manner that promotes a team concept and reflects Goodwill’s mission, philosophy, and core values of accountability, integrity, dignity, diversity, ingenuity, excellence, opportunity and responsibility.   

1. Work in accordance with Goodwill policies, procedures and generally accepted business practices.  

1. Promote a favorable image and works cooperatively with all organization employees, participants, customers and other persons contacted during the course of performing duties.  

1. Maintain strict confidentiality in all aspects of work; comply with privacy and confidentiality policies.  

1. Attend required safety training and participate in safety drills and exercises.  

1. Safeguard company property, including donated goods.  

Essential Duties and Responsibilities include the following:  Other duties may be assigned.  

Administrative 

1. Manage and maintain executive schedule.  

1. Make travel arrangements for executive.  

1. Process, verify, and maintain personnel related documentation, keeping both electronic and hardcopy files of employees up-to-date. 

1. Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.  

1. Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executive.  

1. Answer phone calls and direct calls to appropriate parties or take messages.  

1. Prepare responses to correspondence containing routine inquiries.  

1. Open, sort, and distribute incoming correspondence, including faxes and email.  

1. Greet visitors and determine whether they should be given access to specific individuals.  

1. Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.  

1. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.  

1. Order employee vests, boots, etc. as well as maintain on hand stock, tracking employee reque