Administrative Assistant

Easterseals Southern California transforms lives every day. For over a century, Easterseals has championed inclusion and independence—delivering essential services like early childhood programs, autism services, employment and independent living support to more than 29,000 people each year. Through advocacy and education, we break barriers and create opportunities for the one-in-four Americans with disabilities.

OVERVIEW OF POSITION: Under general supervision, performs a variety of general administrative support activities for the efficient operation of assigned office/service line. Serves as primary point of contact for matters related to service line. Facilitates office operations through the coordination of phones, mail, supplies, equipment and support. Compiles and analyzes basic information for inclusion in reports or presentation materials; prepares charts, graphs, or tables as necessary.

ESSENTIAL FUNCTION:

• Provides administrative and operational support. Serves as initial point of contact to clients, visitors, associates, management, contractors, etc.
• Provides support in meeting organization, preparation, setting agendas, and taking notes. Assists with the scheduling and posting of deadlines. Provides support with setting up safety meetings and in-office drills.
• Maintains manager’s calendar; organizes and schedules appointments, books travel arrangements as necessary. Submits and reconciles expense reports.
• Answers and directs phone calls, retrieves messages. Checks incoming and outgoing mail. Writes and distributes email, correspondence memos, letters, faxes and forms.
• Assists with the maintenance and updates to division policies and procedures when needed. Maintains contact lists and filing systems. Assists in the preparation of regularly scheduled reports.
• Orders office and program supplies; researches options with vendors and suppliers.
• May deliver scheduling services, based on the service lines needs.
• Performs other duties as assigned.

EDUCATION:

Typically requires H.S. Diploma or national equivalent.

EXPERIENCE:

• 1 to 2 years’ experience, or equivalent combination of training, education and experience to perform the job successfully.

KNOWLEDGE, SKILLS, ABILITIES:

• Demonstrated proficiency with MS Office applications (Word, Excel, Outlook).
• Ability to communicate effectively, through oral and written skills, and work cooperatively with all levels of staff and the general public.
• Ability to maintain customer service orientation and professionalism in all interactions.
• Ability to exercise independent judgment and employ basic reasoning skills.
• Ability to exercise discretion and maintain a high level of confidentiality with sensitive documentation and/or situations.
• Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals Southern California and/or program requirements.
• The working conditions are generally favorable. Lighting and temperatures are adequate, and there are no unpleasant or hazardous conditions caused by noise, heat, dust, etc.
• The position requires occasional standing, bending, reaching, stooping, squatting, kneeling, grasping, lifting and twisting.

Carrying/Lifting: Occasional / Up to 30 lbs.
Standing: Occasional / Up to 3 hours per day
Sitting: Constant / Up to 8 hours per day
Walking: Occasional / Up to 3 hours per day
Repetitive Motion/Activity: Keyboard activity, telephone use, writing
Visual Acuity: Ability to view computer monitor and read newsprint
Travel: None
Environmental Exposure: None