POSITION DESCRIPTION: Secretary
LENGTH OF WORK YEAR: 12 months
BENEFIT ELIGIBLE: E Center has competitive benefits which include:
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Medical, Dental and Vision insurance
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Employee contribution 403b with Agency matching (depending on funding)
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Supplemental life insurance
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13 paid holidays annually, and competitive paid time off accrual rates
GENERAL POSITION SUMMARY:
Under the direct supervision of the Center Director provides general clerical support to administrative unit of the program.
ESSENTIAL JOB RESPONSIBILITIES:
PERFORMANCE INDICATORS
Administrative and Clerical Support (100%)
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Receives, screens, and refers incoming telephone calls, correspondence and visitors.
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Provides general clerical support, including typing duplicating, and collating, document formatting, mailing, filing, screening incoming calls and correspondence.
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Prepares memorandums, business correspondence, reports, special projects, and records such as agenda, notices, minutes, and resolutions for meetings, etc., as directed.
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Assists with travel arrangements and events coordination.
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Maintains inventory of office supplies and equipment, ordering as needed.
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Maintains and operates various office machines, including, but not limited to photocopier, typewriters, FAX, personal computer, as assigned.
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Evaluates office procedures and recommends changes to increase efficiency.
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Initiates and creates databases and use of other computer technologies to increase efficiency of operations.
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Opens and distributes incoming mail, posts outgoing mail, posts incoming checks and ships overnight packages.
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Assists in data collection and organization of projects.
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Updates Agency Administrative forms as assigned.
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Supports the submission of vehicle mileage reports and DMV registrations for Agency.
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Completes and submits accurate and timely reports as assigned.
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Participates fully and works cooperatively as a team member; addresses complaints and works to resolve problems effectively and efficiently.
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Maintains confidentiality with respect to information and records concerning children, families and staff.
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Supports the Agency Safety program.
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Other duties as assigned.
SECONDARY FUNCTIONS:
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May train other clerical support personnel.
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Overall responsibility for overseeing cleanliness of immediate area.
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Runs errands outside of the office, if needed.
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Other duties as assigned.
MINIMUM REQUIREMENTS:
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High school diploma or General Education Degree (GED); two years of related experience. Prefer formal coursework in general business computer applications.
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Bilingual, bi-literate, English/Spanish, English/Punjabi, English/Hmong, and/or other language ability highly desired.
- State regulations require a physical examination, current tuberculosis test, and verified fingerprint and criminal records clearance before beginning work.
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Possession of a valid drivers' license; current personal vehicle insurance or safe driving record sufficient to ensure insurability through Agency policy.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
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Ability to write routine reports and correspondence.
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Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to compute rate, ratio, and percent.
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Ability to understand and use a variety of computer applications and appropriate software, including spreadsheets, word processing; and workplace electronic technology, including Internet access, and e-mail.
- Advanced personal computer skills including, but not limited to: design and develop databases; and advanced graphics design applications, document editing and formatting, creating reports, drafting word documents and spreadsheets and desktop publishing.
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Ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram, or schedule form.
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Ability to deal with problems involving several concrete variables in standardized situations.
**IMMUNIZATIONS REQUIRED. Must be current on Measles, Pertussis, and Influenza immunizations per Senate Bill 792 in the State of California. Current proof of shots must be provided before hire.