Admin Assistant - Torrance, United States - Counseling4Kids

Counseling4Kids

Verified Company

Torrance, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

JOB SUMMARY:

Under the direct supervision of the Executive Assistant or the Development Director, the Administrative Assistant provides general administrative and office support to various departments within the organization.

In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings/correspondence, and working on special projects.

Ultimately, the Administrative Assistant's position is an integral part in ensuring that C4K offices operate in an organized, efficient and professional manner.

ESSENTIAL FUNCTIONS:

Administrative Duties:

Provide chronological reference by developing and utilizing filing and retrieval systems.
Answers phones, directs calls to appropriate individuals, and prepares messages.
Copies, sorts, and files records related to office activities, business transactions, and other matters.
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies and maintaining keys.
Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Ensure both office break rooms are clean and fully stocked with supplies. Manage the Break Room Duty initiative for both offices.
Manage a variety of special projects for all departments within the organization. Works independently and within a team on special nonrecurring and ongoing projects.
Serves as a back up to the Client Services Department for assistance with Doctor translation services and other projects assigned by Client Services.
Performs clerical duties including typing, filing, and completion of simple forms.
Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail.
Required to maintain confidentiality regarding exposure to personnel and agency information.
Assist with event and major meeting planning.
Regularly update the Community Board with important updates and appropriate employee engagement material.
Travel to offsite locations at supervisor's request.
Other duties as assigned.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Note:

In the event that the Agency requests the regular usage of bilingual skills, the passing score of 70% on a proficiency test is required to receive a monthly bilingual stipend; per the Agency's Bilingual Stipend Policy.

Competencies

Aptness to work well under pressure and tactfully with various personalities.
Flexibility and openness to diverse experiences and perspectives.
Highly meticulous attention to detail and timemanagement skills.
A proactive and resourceful approach to problemsolving, handling multiple concurrent tasks, and a fastpaced, dynamic environment.
Provides a positive customeroriented attitude and professionalism.
Ability to assume responsibility and function effectively in a team environment or independently.
Willingness to work some evenings, weekend days to complete special projects and participate in fundraising events

Supervisor Responsibility
This position has no supervisory responsibilities.

EXPERIENCE/SKILLS:

Strong Administrative and Writing Skills
Superb Time Management and Organizational Skills
At least 2 years of experience managing Department and/or Administrative Level schedules
Must have working experience with Microsoft Word, Excel, Power Point, Adobe, Gmail, Visio,
Must have excellent verbal and written communication
Punctual and proven ability to handle confidential information with discretion
Event planning

MINIMUM QUALIFICATIONS:

Minimum of an A.A./A.S. degree in Business, Marketing or related to Social Services industry.
2 years of experience working/volunteering for a nonprofit organization.
Must be able to communicate clearly; both verbally and in writing.
Possess the ability to work as a team member, take initiative and excellent problemsolving skills.
Positive attitude with very strong interpersonal skills.
Ability to selfstart, work independently and achieve high standards to meet multiple deadlines.
Proven ability to determine appropriate course of action, referral or response.
Credibility, integrity and emotional maturity.

EEO Statement:

Counseling4Kids provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin,