Job Summary:
The Administrative Assistant II provides general program administrative support. Major responsibilities include supporting front office, maintenance of multiple databases, adherence to program/client file record requirements, maintaining and reconciling program fund requests and oversight of routine office operations.
Duties and Responsibilities:
1. Provide general reception for the office.
2. Operate a multi-line phone system.
3. Manage petty cash account.
4. Reconcile petty cash account.
5. Process fiscal fund requests and reconciliations.
6. Maintain program donation records.
7. Code and submit all reimbursements and vendor invoices.
8. Maintain website and online posts.
9. Photograph and prepare IDs for staff and clients.
10. Obtain and process client signatures for Fusion master agreements, IEPs, work permits.
11. Coordinate travel and events (e.g. student orientation, graduation, field trips).
12. Monitor keys and locked files, doors and gates.
13. Manage incoming and outgoing mail.
14. Inventory and purchase all office supplies.
15. Produce meeting minutes and correspondence.
16. Complete administrative tasks related to onboarding and off-boarding.
17. Complete administrative tasks related to ongoing Human Resource processes.
18. Prepare safety meeting materials for monthly safety meeting and provide task completion for all back-up Safety Coordinator tasks (e. g. safety inspections, drills)
19. Data entry.
20. File management.
21. Complete annual archiving.
22. Perform periodic file audits.
23. Scan and copy.
24. Clean and stock office supplies.
25. Schedule and maintain conference calendars and meeting space appearance.
26. Generate accurate and timely database reports.
27. Serve as local technical support related to agency equipment.
28. Complete personal administrative paperwork.
29. Prepare clear, concise written reports and summaries.
30. Comprehend and follow directions.
31. Clearly convey instructions to others.
32. Demonstrate sensitivity and responsiveness to cultural differences.
33. Maintain appropriate professional boundary areas with staff, partners, clients and community resources.
34. Maintain client and employee confidentiality per HIPAA and other confidentiality laws.
35. Model Aspiranet's values, represent the agency in a professional manner, and abide by the agency's Professional Code of Ethics.
36. Perform additional duties as assigned by the Principal.
Qualifications:
- A minimum of two years' experience in clerical and business office operations.
- Proficient in Microsoft Office Suite: Outlook, Word, Excel.
- Experience working in a Windows-based environment including communications software using remote and file transfer protocols.
- Proficient organizational skills with the ability to prioritize multiple tasks.
- Flexibility to manage assigned workload in order to meet specified task deadlines.
- Competent in operating and maintaining standard office equipment such as a multi functional machine (copier/printer/scanner/fax), postage meter, etc.
- Meets all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Department of Justice (DOJ) Fingerprint and Child Abuse Index clearance, TB/Health Physical, valid California Driver's License and clean driving record (Motor Vehicle Report) if required to drive for this position.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Work Location: In person