Administrative Assistant II

Summary

This part-time position acts as the point of contact between management and internal/external customers and provides administrative support for the FJV Resolution Strategies initiative including scheduling, coordination, and communication on behalf of the department(s).

 Essential Functions

• Prepares correspondence, reports, forms, receipts, work orders, and specialized documents. 
• Provides a high level of customer service to both external and internal customers inquiring about FJV Resolution Strategies; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person and/or provides information that may require the application and explanation of rules, policies and procedures regarding the FJV Resolution Strategies referral process. 
• Establishes and maintains office files, following an established records management system; compiles information from such files; purges files as required. 
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders and arranging for equipment purchase and maintenance. 
• Processes and distributes incoming and outgoing mail for the office or department. 
• Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference, creating meeting agenda, taking meeting minutes and summarize action items for attendees.
• Process FJV Resolution Strategies requests, and invoices creating Purchase Orders using organizations software applications.
• Submit and reconcile agency FJV Resolution Strategies expenses report
• On time completion of assigned trainings and policies.
• Performs other duties as assigned.

Qualifications

Education and Experience: 

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: 

• Associates’ Degree in Social Services (Social Work, Substance Abuse or Mental Health) or equivalent experience. 
• At least 2-years of Administrative Assistant Experience. 
• Intermediate user of MS office. 

Knowledge of: 

• Principles and practices of data collection and report preparation. 
• Research, statistical, analytical and reporting methods, techniques and procedures. 
• Modern office practices including word processing, database and spreadsheet applications. 

Ability to: 

• Maintaining confidentiality of sensitive personal information of applicants, current and former clients, landlords and other matters affecting tenant relations. 
• Organizing and prioritizing a variety of projects and multiple tasks in an effective and timely manner. 
• Effectively problem solving and maintaining composure in high-pressure situations. 
• Making accurate arithmetic, financial, and statistical computations. 

Licenses and Certifications: 

• Valid Driver’s License with proof of current vehicle registration and insurance. 

Other: 

• Be at least of 21 years of age. 
• Must be able to pass pre-employment background check, drug screening and physical 
• Necessary vaccinations/immunizations. 
• Reasonable accommodations may be granted where appropriate. 

The Pay Rate for this role is based on several factors including the candidate's experience, qualifications, and internal equity. The initial offer usually falls between the minimum and midpoint of the applicable salary range. Pay Band N2: $21.30 – $26.54 (Midpoint: $23.31)