Administrative Assistant

Administrative Assistant

Position Classification & Compensation

This role is classified as a non-exempt, full-time employee, as those terms are defined in the Center’s Employee Handbook, and is eligible for employee benefits as defined for this classification.

Are you an aspiring Administrative Assistant looking for an opportunity to advance your career?

If you have a positive attitude even in times of stress and crisis and can thrive in a fast-paced environment, we have the perfect job for you!

We are looking for a reliable Administrative Assistant who is willing to help the agency operate day-to-day so employees can perform to their highest ability. If you want to join a company and make a direct impact on the overall health and happiness of its employees, we’d love to hear from you!

This Administrative Assistant will assist the Administration Department and other departments as needed.

Duties and Responsibilities:

• Act as a receptionist, including operating the switchboard. Coordinate reception coverage, including managing multiple phone lines and visitor check-in.
• Assists the Accounting department with purchases, payments, filling, and other duties as assigned.
• Distribute incoming mail and prepare outgoing mail for shipping.
• Ensure general office supplies are in stock and order accordingly.
• Assist in keeping the reception and kitchen area neat and orderly. Maintenance includes brewing coffee and tea and stocking kitchen items such as plates, cups, creamers, etc.
• Handle sensitive and/or confidential documents and information.
• Perform a variety of general office functions, including filing and clerical tasks.
• Prepare correspondence, reports, newsletters, presentations, and other documents.
• Assist with meetings, room, refreshments, equipment setup, and cleaning up as needed.
• Participates in organizing all staff meetings, events, fundraisers, etc.
• Runs local errands such as mailing oversized/certified envelopes or picking up/delivering documents as needed.
• Performs administrative support tasks such as proofreading, transcribing handwritten information, and composing and sending simple letters, memos, and fax coversheets.
• As needed, distribute subcontractor/vendor payments as directed by the accounting department or office administrator.
• Assists with other administrative overflow as assigned by supervisor.
• Develops and maintains efficient manual and automated filing systems in accordance with general record-keeping procedures and routines; retrieves documents and information as necessary.
• Assists with special projects, data collection, and charting for agency systems and programs; coordinates and arranges special events as directed.
• Requisition of office supplies and/or equipment as needed.
• Maintains reception area in a clean and orderly manner.
• Participates on the Performance and Quality Improvement processes in the agency. Adheres to accreditation standards (as developed), licensing standards, and other policies/regulations.
• Performs other related duties as assigned.

Skills

• Relate well to all kinds of people, inside and outside the organization; builds appropriate rapport; listens; builds constructive and effective relationships; uses diplomacy and tact; truly values people; can diffuse even high-tension situations comfortably.
• Manage tasks and responsibilities in a timely manner, ensuring consistency with deadlines, requirements for timely contacts with clients, completion of various paperwork in accordance with schedules established by supervisor and/or policy.
• Pursue everything with energy, drive and a need to finish; seldom gives up before finishing; especially in the face of resistance or setbacks.
• Motived by results; can be counted on to meet and exceed goals successfully; bottom-line oriented; pushes self for results; sets clear objectives and measures, monitors process and progress.
• Easy to approach and talk to; spends the extra efforts to put others at ease; can be warm, pleasant and gracious; is sensitive to and patient with others; builds rapport well; is a good listener.
• Marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner; follows established process.
• Excellence among direct reports and subcontracting partners.
• A strong results orientation, openness to new ideas, and a proven ability to deliver a consistently high quality of service to both external and internal work partners.
• Excellent written and verbal communication skills.

Minimum Qualifications

• A High School Diploma or equivalent.
• Previous working experience as an Administrative Assistant/Receptionist for two years
• Ability to read, write, and speak Spanish and English is preferred.
• Exceptional computer skills, including proficiency in the use of the Microsoft Office Suite of business applications: Word, Excel, and PowerPoint.
• Good time management, organizational, and interpersonal skills, and ability to communicate effectively with individuals from all walks of life.
• Must have driver’s license, vehicle in safe operating condition, and maintain proof of current insurance at Texas minimum standards.
• Must be able and willing to travel for trainings/meetings/conferences.
• Must be able to walk, sit, stand, and lift and carry at least 25 pounds.

Personal & Professional Conduct

• The first responsibility of all El Paso Center for Children employees is to ensure the safety, welfare, and dignity of the youth and families the Center serves, and to serve as positive role models for them. All employees must exemplify the highest standards of professional and ethical conduct, and abide by the Code of Conduct set forth in the Center’s Personnel Policies.

Flexibility Every program at the Center is community and client-centric. Working with diverse partners to meet the needs of families in our community demands flexibility. The scope of work is subject to change based on the team’s performance and the funder’s expectations and on agency/management strategic goals. The flexibility needed in this role includes scheduling of meetings/events/activities, scheduling supervision sessions with staff, training, staff meetings, and out-of-town travel for training and/or grant requirements.

Job Type: Full-time

Salary: $15.00 per hour

Salary : $15