Administrative Assistant Bilingual Preferred

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Job Summary

SUMMARY

The Program Assistant (Bilingual Preferred) provides day-to-day office management and administrative support for the Regional Program Manager and their areas of service.  This is a full-time position, and the Program Assistant may be asked to attend special events outside of normal operating hours, as needed.

Job Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides daily office administrative support such as:
  • managing the calendar of appointments as needed
  • composing and preparing correspondence as requested
  • coordinating with the office manager to arrange for shipping and technology deliveries
  • maintains regional supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • answering phones and managing general office voicemails
  • screening job candidates and coordinating candidate interviews
• Manage assigned projects on time with accuracy
• Attend regional meetings and create records of events as requested
• Collaborate with teams to continually evaluate, implement, and improve programs
• Promote, adhere to, and demonstrate our organization’s values
• Maintain regular and reliable attendance
• Represent the agency at community, civic, or other public functions, and attend quarterly site visits
• Follow organizational policies
• Complete other duties as assigned

Qualifications

• Strong ability to self-direct daily work tasks and practice effective time management
• Strong written and verbal communication skills and ability to collaborate as part of a team
• Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to manage priorities and relationships with multiple stakeholders
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• A good balance between a resourceful team player and the ability to be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe email, internet, and Canva
• Reliable transportation and a valid driver’s license

EDUCATION AND/OR EXPERIENCE
Graduation from an accredited high school or equivalent program with administrative support experience.

DEMANDS & WORK ENVIRONMENT
The physical demands and work environment described is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Accommodation requests can be made with the CHRO.

While performing the duties of this job, the employee is frequently required to position themselves in a sitting position, talk, and/or hear (with or without aide). The employee is regularly required to remain stationary, use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to keyboard and enter data at a computer. The employee is occasionally required to operate a motor vehicle and move throughout buildings in a variety of community-based settings. The employee must learn new tasks, remember processes, maintain focus, complete tasks independently, make timely decisions in the context of a workflow, and communicate with program participants and community partners. The employee must have the ability to complete tasks with speed in situations that ensures the safety of children. Employees must move supplies and equipment up to 40 pounds. Specific vision abilities required by this job include vision, the ability to adjust focus, and operate a vehicle safely. The employee must have access to reliable transportation. Employees are required to remain alert and engaged to safely operate vehicles and ensure the safety of small children. The work environment includes indoor office environments or comparable spaces and community spaces. The noise level varies by site and meeting.

Additional Information

Benefits

How to Apply

Apply online at https://secure2.entertimeonline.com/ta/PCAT.careers?CareersSearch

Details

• Date Posted: August 16, 2023
• Type: Full-Time
• Job Function: Administrative
• Service Area: Children / Youth
• Start Date: 09/11/2023
• Salary Range: $15.00-$18.00/hour
• Working Hours: 40 hrs/week