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Administrative Specialist
POSITION DESCRIPTION
Division: Administration
Supervisor: Director of Human Resources
Status: Non-Exempt
ORGANIZATIONAL BACKGROUND
Cabrillo Economic Development Corporation (CEDC) is a community development corporation serving Ventura and Santa Barbara Counties. Our mission is to provide comprehensive housing services and community economic development activities, through a community building approach, that facilitate self-sufficiency for individuals and families who are most lacking in opportunity in Ventura and Santa Barbara Counties and adjacent areas in Los Angeles County.
CEDCs core program areas are: development and construction of rental housing and for sale housing for very low and low income households; homeownership education and counseling; property management; and community building and neighborhood revitalization.
POSITION DESCRIPTION:
Under the supervision of the Director of Human Resources, the Administrative Specialist performs a variety of administrative support duties including management of the phone system and greeting visitors. The Administrative Specialist is accountable for making a good first impression for the organization.
This position requires excellent organizational skills and the ability to prioritize workload in order to meet deadlines and to multi-task daily demands of the position. The person in this position performs a variety of administrative support which includes greeting the public, data entry and preparation of reports and other tasks to support the Administration staff .
DUTIES AND RESPONSIBILITIES:
Examples of this positions duties and responsibilities include, but are not limited to the following:
ï§ Answer, screen and forward telephone calls for all staff.
ï§ Greet all visitors and direct them to the appropriate staff.
ï§ Handle inquiries from the public and provide general information.
ï§ Receive, sort and distribute all mail and overnight packages.
ï§ Receive and distribute incoming faxes.
ï§ Issue purchase order numbers and maintain an accurate purchase order log.
ï§ Prepare overnight shipping labels for staff.
ï§ Assist with packaging outgoing mail.
ï§ Place weekly orders for office supplies.
ï§ Maintain conference room and conference line reservation calendar.
ï§ Maintain phone list and other company wide documents and communicate updates to staff.
ï§ Assist in set-up and clean-up for meetings.
ï§ Type documents as requested.
ï§ Run company errands on occasion and as requested.
ï§ Responsible for back-up relief for Administrative Assistants.
ï§ Requires a great deal of discretion specifically when dealing with confidential information.
ï§ Assist Executive Assistant and Administrative Assistants, as requested.
ï§ Assist the Director of Human Resources with HR related administrative functions as needed.
REQUIRED QUALIFICATIONS:
ï§ Minimum of 2 3 years office /administrative work experience.
ï§ Fluent in English and Spanish on the phone and in writing.
ï§ Computer proficiency in Microsoft Office: Outlook, Access, Excel, Word PowerPoint and social media.
ï§ Ability to operate various office machines.
ï§ Knowledge of administrative and clerical procedures.
ï§ Strong verbal and written communication skills
ï§ Ability to multi-task in a fast paced environment with attention to detail
ï§ Strong customer service and creative problem solving experience
ï§ Housing development and/or Real Estate experience a plus
ï§ Ability to type
ï§ Valid California Drivers License and proof of automobile insurance
ï§ Ability to handle confidential information with the utmost professionalism and discretion
Key Competencies:
ï§ Excellent customer service and telephone skills
ï§ Excellent verbal and written communication skills.
ï§ Computer proficient in word processing, data entry and compilation of reports from data base.
ï§ Ability to handle multiple tasks simultaneously in an organized and efficient manner.
ï§ Ability to establish and maintain relationships with other staff.
ï§ Excellent organizational skills and detail oriented.
ï§ Ability to work independently and use initiative in problem solving
ï§ Reliability
ï§ Information management and organization
EDUCATION:
High School Diploma or equivalent work experience required
Some college proffered.
All qualified persons are encouraged to EMAIL or FAX their Résumé to:
Human Resources
Resumes@cabrilloedc.org
Fax: (805)620-9294
Phone: (805) 672-2561
CEDC IS AN EQUAL OPPORTUNITY EMPLOYER.
