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Administrative Assistant

Salinas, CA | Full Time
Expired

Job Description

DESCRIPTIONTo perform a variety of secretarial/clerical functions in support of the CEO, Development, the administrative office team as well as other staff requiring assistance.  The position is responsible for overall office operations, greeting visitors, answering phones, monitoring the security gate and fielding general questions in Spanish and English.   

EMPLOYMENT CLASSIFICATION: Non-Exempt


SUPERVISION RECEIVED AND EXERCISED

Supervised by the CFO.

May coordinate, direct, and monitor the work of other assistants or volunteers.

 

EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:

  • Receives calls and welcomes visitors; provides public assistance and information; answers questions; refers caller to appropriate person as needed.
  • Has a friendly and calm demeanor when dealing with the public and staff.
  • Maintain the campus telephone system which includes, addition/deletion of users and troubleshooting issues as they arise.
  • Processes vehicle paperwork and registration. Maintains vehicle log. 
  • Performs and handles routine administrative tasks and special requests as needed
  • Monitors front gate, issues security cards and maintains associated logs
  • Monitors the issuance and use of all campus keys and maintains associated logs
  • Opens, sorts, logs and distributes incoming mail
  • Composes correspondence independently, within acceptable business writing parameters
  • Orders supplies for all Rancho Cielo programs. Monitors supply inventory for the administration building.
  • Provides excellent customer service
  • Monitor the petty cash/gas card process and associated logs
  • Completes data entry accurately
  • Establishes and maintains a variety of records and files related to Rancho Cielo’s Administration using generally accepted office protocol
  • Maintains log of offsite file boxes and is the point person for the offsite storage company.
  • Backs up the Executive Assistant as needed. This includes data entry into donor software and creation of donor thank you letters.


STANDARDS


Knowledge of:

  • Proper English and Spanish usage, grammar, punctuation, vocabulary and spelling
  • Office practices including computer software, filing systems, business correspondence, receptionist and telephone techniques
  • Microsoft Office programs (word, excel, publisher and power point)
  • Customer service principles


Ability to:

  • Represent Rancho Cielo to public in friendly, cheerful, confident, and professional manner
  • Multi-task, organize and prioritize work assignments
  • Understand the organization and operations of Rancho Cielo 
  • Learn about the operations of all programs offered at the Ranch
  • Learn, interpret, and apply policies and procedures
  • Perform general secretarial/clerical work with speed and accuracy
  • Understand and follow oral and written instructions
  • Maintain strict confidentiality of information
  • Operate standard office equipment/machines such as copier, calculator, postage meter and personal computer
  • Establish and accurately maintain a variety of complex records and files and prepare related reports
  • Effectively and tactfully communicate in both oral and written forms
  • Establish and maintain effective work relationships with those contacted in the performance of required duties

 

Training and experience:

Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Three years of work experience as a receptionist or office assistant.

 

Possession of:

  • A valid and appropriate California Driver's license
  • Bilingual/Biliterate skills English/Spanish required
  • A sense of humor!

Company Overview

  • Website
  • Headquarters SANTA BARBARA, CA
  • Size 25 - 50
  • Founded 1977
  • Type
  • CEO DANIEL RITCHIE
  • Revenue <$5M
  • Industry All Industries
  • About rancho cielo

Skills for Administrative Assistant

The job skills required for Administrative Assistant include Customer Service, Administrative Support, Microsoft Office, Data entry, outlook,and Confidentiality etc. Having related job skills and expertise will give you an advantage when applying to be an Administrative Assistant. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Administrative Assistant. Select any job title you are interested in and start to search job requirements.

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Career Path for Administrative Assistant

The following is the career advancement route for Administrative Assistant positions, which can be used as a reference in future career path planning. As an Administrative Assistant, it can be promoted into senior positions as an Administrative Assistant III that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Administrative Assistant. You can explore the career advancement for an Administrative Assistant below and select your interested title to get hiring information.