Administrative Assistant

JOB TITLE: ADMINISTRATIVE ASSISTANT/ROMA COORDINATOR

DEPARTMENT: Administration

REPORTS TO: Chief Executive Officer

EXEMPT: NO

SALARY LEVEL: $16.00 - $17.00 per hour

SHIFT: Monday-Friday, 8:30 am-4:30 pm

LOCATION: CAC

SUMMARY

Keeps official corporation records and executes administrative policies following established departmental policies, procedures and methods in support of the administrative unit, determined by or in conjunction with other officials in a confidential environment by performing the following duties.

ESSENTIAL DUTIES/RESPONSIBILITIES

The below statements are intended to describe the general nature and level of work performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed in such a position.

Manage supervisor’s calendar and independently schedules appointments.

Screen incoming calls and correspondence and respond independently when possible.

Prepare memorandums outlining and explaining administrative procedures and policies to supervisory workers and monitors compliance.

Arrange programs, events or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers and controlling event budget.

Direct preparation of records such as agendas, notices, minutes and resolutions for corporate meetings.

Act as custodian of corporate documents and records.

Direct preparation and filing of corporate legal documents with government agencies to conform to statutes, including agency grant preparation, coordination and submission.

Take and transcribe dictation, composes and prepares confidential correspondence, reports and other complex documents.

Create and maintain database and spreadsheet files.

Arrange complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.

Type letters, reports, complex forms and memorandum from rough draft to final formulizing word processing software and equipment.

Develop, write and implement internal office procedures to cover mail, filing systems, department recording, etc.

File a variety of documents by alpha, numeric, subject matter and/or chronological filing system.

Duplicates, collates and binds letters, reports, memorandums and other documents.

Assist other departments as needed and as assigned by supervisor.

Gather data from all programs to prepare, maintain and submit required state reporting (ROMA) and provide on-going training to staff for ROMA compliance.

Supervise receptionist and assigned workers in the administrative unit.

Perform other duties as assigned by the CEO, agency administration or necessary to obtain agency goals.

EMPLOYMENT QUALIFICATIONS

The qualifications listed below are guidelines for selection purposes; alternative qualifications may be substituted if there is a sufficient combination of Education and/or Experience to perform the Essential Duties/Responsibilities.

Education:

AA degree; or equivalent combination of education, relevant work experience and demonstrated ability.

Experience:

A minimum of two to three years’ experience and/or training.

Knowledge, Skills and Ability:

A thorough knowledge of, and/or the ability to read, interpret, and consistently apply Program Guidelines/Regulations, Personnel Policies and Procedures, standards, laws and other compliance mandates.

Working knowledge of correct English, grammar, spelling, punctuation and sentence structure, office methods, procedures, practices and protocol is a must.

This position requires excellent verbal and written communication skills; the ability to adapt, learn and apply skills required; keen attention to detail; strong organizational skills; proven analytical, evaluative and problem-solving skills effectively prioritize and efficiently execute duties in a high-pressure environment; coordinate many administrative tasks, determine relative importance of each, set deadlines and complete projects in a timely manner; develop positive relationships with staff, clients, vendors and community partners; relate well with others, be empathic and supportive; work both independently and as part of our local community social service network to effectively and efficiently resolve crisis situations.

Proficient in the operation of computers, software, email, and other office equipment including, but not limited to, telephone, fax machine, copier, scanner or any other equipment necessary to complete the essential duties of the position.

Additional Requirements:

Present a positive image of the agency to members of the community.

Maintain confidentiality of staff, participant, client, board of directors and agency information at all times.

Must possess a valid driver license and reliable transportation.

Submit to and pass a background check, if applicable.

Successfully complete required trainings.

Excellent attendance record and a sincere desire for the successful operation of the agency is a must.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

“ALL POSITIONS ARE CONTINGENT UPON CONTINUED RECEIPT

OF FUNDING FROM GRANT SOURCE"

Job Type: Full-time

Pay: $16.00 - $17.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• administrative assistant: 2 years (Preferred)

License/Certification:

• Driver's License (Required)

Work Location: In person

Salary : $16 - $17