Administrative Secretary

SUMMARY OF POSITION

Provides support to family resource center by providing administrative support to the FRC program activities. The Administrative Coordinator will support programming efforts through by planning and implementing core logistic functions related to workshop and training events, data collection and key administrative duties in support of the FRC grants. The position supports FRC staff with developing and maintaining print and electronic materials, effective communication with agency staff and community partners. Will also engage with families and community stakeholders as it pertains to the information and dissemination of collateral materials.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Performs a variety of coordination, clerical, record keeping, data entry, and communications functions.

Receives and directs telephone calls and referrals, and maintains all documentation associated with public engagement, as required for data reporting purposes.

Maintains and acquires updated FRC information and materials as well as updates database on all resource center information.

Research and manage relevant materials and resources related to development, disability and generic/community resources.

Performs workshop and community engagement scheduling, event organizing and supports the logistics of facilitating events.

Participates in meetings at the request of manager, staff or parents.

Serves as liaison between regional center, family resource center and key service systems, as needed.

Support with compiling and analyzing grant-required data collection and reporting, including developing and maintaining forms, spreadsheets or other data collection tools to demonstrate impact of services.

Provide backup support to the receptionist as needed.

Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily including maintaining timelines. An individual must also be proficient in the use of computer applications. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School Diploma and minimum 3 years clerical experience in a Human Service agency or an A.A. Degree and 1 year of experience. Education or experience with regional center and generic resources highly desirable. Experience working with individuals in the field of developmental disabilities preferred.

ADDITIONAL REQUIREMENTS

Applicant must be fluent with written and oral communication in English and Spanish.

Must be proficient in Microsoft Office applications such as Word, Excel, PowerPoint and Outlook, Canva, social media, virtual hosting platforms and technology.

Can work effectively with deadlines and must be able to properly work with confidential and sensitive information.

Able to take initiative.

Capable of maintaining a high level of integrity and confidentiality.

Excellent organizational and time management skills.

Detail oriented, accurate and precise, and maintain accurate filing systems.

Capable of handling multiple projects.

Demonstrate strong “team player” attitude.

Able to work independently with minimum supervision.

Ability to multitask and prioritize work with a strong attention to detail.

Strong planning, organizational and written and verbal communication skills.

Must be able to type at least 60 wpm.

LANGUAGE SKILLS

Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to families, consumers, the community and employees of the organization in English and Spanish.

REASONING ABILITY

Ability to understand and carry out written or oral instructions efficiently. Ability to problem-solve and resolve minor conflicts as they arise involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Applicant must have a valid Driver’s License and liability insurance commensurate to state requirements.