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Provide administrative assistance to the state management team in support of organization and program outcomes.
1. Provides administrative support for the state management team and others including creating and maintaining compliance records and collecting information for reports.
2. Handles and prioritizes outgoing or incoming phone calls and correspondence (e-mail, letters, packages etc.).
3. Manages travel, appointments and meeting arrangements for management team members and others.
4. Handles confidential documents ensuring they remain secure.
5. Drafts and proofreads correspondence. Produces newsletters or other public reports and postings.
6. Performs basic bookkeeping duties, including but not limited to, credit card reconciliation and accounts payable.
7. Plans events.
8. Performs reception duties.
9. Monitors office supply inventory, place orders as necessary. Where applicable, maintains vehicle or other property records.
10. Negotiates terms with suppliers to ensure the most cost effective terms.
11. Ensures that office equipment, and vehicles where assigned, are maintained according to schedule and troubleshoots problems.
12. Conducts research and compiles presentations or reports. Prepares materials for presentations and trainings.
13. Performs desk reviews on client files or other assigned program records.
14. Oversees special projects, as assigned.
15. Takes meeting minutes.
16. May assist with computer/technology support.
17. Participates in staff meetings, committees and training sessions.
18. May travel to field offices or centers.
19. Performs all other duties as assigned by supervisor.
This position has no direct supervisory duties but is expected to train or explain work procedures to others
Education and Experience Requirements:
An Associate’s Degree in a related field is required.
An equivalent combination of education and experience may be substituted for an Associate’s Degree.
Minimum of 1 year of experience with Associate’s Degree.
Minimum of 3 years of experience with a high school diploma for equivalent education.
The ability to speak and translate Spanish verbally and in writingpreferred.Skills and Abilities:
Microsoft Office products and on-line client management systems
Ability to communicate effectively in writing.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records and other office procedures and terminology.
Ability to exercise tact and discretion in all employee and customer interactions.
Ability to work independently and maintain professional boundaries and confidentiality.
Work is primarily performed in an office setting.
Subject to long periods of sitting and exposure to computer screen.
Sitting, walking, stooping, squatting, lifting and carrying (up to 25 lbs).
Keyboarding and data entry, use of telephone.
We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
