Administrative Assistant

1. PURPOSE OF THE POSITION:

• Provides clerical services and administrative support to the CES Program Manager such as general record keeping, implementation and tracking of processes, data entry, program audits, database maintenance, typing and similar functions.

2. PRIMARY SCHEDULE:

• Monday-Friday 7:30am-4:00pm with a 30-minute unpaid lunch. Days and hours may vary and include evenings, Holidays, and weekends, as needed.

3. SUPERVISION RECEIVED:

• Works under the supervision of the CES Program Manager.

4. SUPERVISION EXERCISED:

• N/A

5. QUALIFICATIONS:

• High school education. Some college or the equivalent of specialized business, or office administration / clerical skills.
• Current California driver’s license, with an acceptable DMV printout and insurability.
• Ability to pass a DOJ criminal background check.
• Ability to pass CPR and First Aid courses.
• Ability to use computer programs, create and maintain documents using Excel and Word.
• Strong written and communication skills.
• Excellent organizational and time management skills.
• Establish and maintain a simple filing system.
• Must be able to work independently and efficiently with others.
• Ability to collaborate effectively.

6. DUTIES AND RESPONSIBILITIES:

• Follow all procedures, policies, and guidelines of North Valley Services.
• Maintains current, accurately documented client files, completes all required paperwork and service tracking reports according to deadlines.
• Performs general office duties.
• Generates memos, letters, reports, and develops spreadsheets.
• Organizes, schedules, and prepares for appointments and meetings.
• Sorting and distributing communications in a timely manner.
• Reviews and submits billings.
• Orders supplies.
• Present and maintain a positive and professional attitude and demeanor.
• Additional duties as assigned including filling in at other sites or departments as needed.

7. PHYSICAL DUTIES:

• May have prolonged sitting.
• May have prolonged use of the computer and phone.
• May lift to 30 pounds.

8. STANDARDS FOR MEASURING PERFORMANCE:

• Must be self-motivated and trustworthy.
• Maintains files and paperwork in a timely manner.
• Organizes, prioritizes, communicates and schedules effectively.
• Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems, as necessary.
• Effectiveness of daily operations, communication and cooperating with others.
• Present and maintain a positive image.