Administrative Assistant II Job at North Coast Opportunities in Ukiah

Position: Administrative Assistant II

Department: Administration/Community Impact

Pay Range: $24.00 to $28.80 per hour (Depending on Education and Experience)

Hours: 40 hours per week, 12 months per year

POSITION OVERVIEW

Under general oversight and direction, the Administrative Assistant provides skilled administrative and clerical support primarily to the Chief Community Impact Officer and, as appropriate, to other staff members of the Community Impact Team. Responsibilities often involve exposure to sensitive and confidential information and requires considerable use of tact, diplomacy, discretion and judgment. Assumes some responsibility for special projects, as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide direct administrative and clerical support to the Chief Community Impact Officer (CCIO) by performing various tasks and working on assigned special projects. Such tasks may include (but are not limited to) responding to phone and general email inquiries, collecting and analyzing information and drafting correspondence and reports.
• Provide administrative, clerical, data collection and data entry, and general support for duties related to Community Impact work.
• Assist with main lobby reception duties as directed, including greeting people, directing visitors, and answering incoming phone calls.
• Assist with and/or participate in various scheduled events and training opportunities, some of which may occur during evening or weekend hours, as directed.
• Other duties as assigned or required.

ESSENTIAL WORK HABITS

• Align work behaviors in conformance with NCOs Purpose, Vision and Values.
• Report to work on time and obtain approval from supervisor for any changes in work schedule or absences.
• Maintain a strict commitment to confidentiality, in accordance with Agency and project policies and procedures.
• Follow NCO’s Injury Illness and Prevention Plan, as well as all Agency and program safety protocols, procedures, and policies.
• Maintain focus on the assigned tasks.
• Take pride in creating a positive, efficient work environment.
• Treat co-workers and clients with respect.
• Represent NCO and its programs to the community in a positive light.
• Dress appropriately according to assigned job duties and responsibilities.
• Adapt constructively to change.

JOB QUALIFICATIONS

Education, Training and Experience:

• An Associate’s degree from an accredited school in Business, Communications or another related field and a minimum of two years’ experience in a similar administrative support position. An equivalent combination of education and experience may also be considered.
• Office management experience is preferred.
• Bilingual skills (Spanish) are preferred.
• Must be highly proficient in use of computers and a variety of software programs, including web-based platforms. At a minimum employee must be very familiar with Word, Outlook, Excel, SharePoint and PowerPoint; experience using Mail Merge and Publisher is desirable.

Knowledge of:

• Principles and practices of interpersonal communications.
• Current standard office practices, procedures, and equipment.
• Computer operations as relates to the duties of the position; position requires demonstrated proficiency in the use of word processing, email, and spreadsheet programs and the internet.

Ability to:

• Analyze, develop and set up file management and project tracking systems.
• Be effective working independently and as a collaborative team member.
• Handle confidential information and documents, and to demonstrate good judgement and respond appropriately and professionally to difficult and/or sensitive situations is critical to this position.
• Work a flexible schedule to accommodate attending scheduled works events and professional development opportunities.
• Interact with others in a culturally and emotionally sensitive manner.
• Communicate effectively and appropriately verbally and in writing in English is required.
• Organize duties and tasks to meet established deadlines, delegating tasks as appropriate.

Necessary Special Skills & Requirements:

• Must possess excellent written and oral communication skills and the ability to utilize these skills effectively as is essential in a professional business office environment.
• Must be at least 18 years of age.
• For work-related driving, must have a valid California driver’s license, a verifiable good driving record, and access to a vehicle with insurance that covers the employee as a driver OR reliable transportation with proof of automobile insurance.
• Employment is contingent upon completion of a Criminal Record Clearance as required by the Head Start Standards and/or contract terms and as demonstrated by providing a receipt to the Agency from the screening organization performing the background check.

WORK ENVIRONMENT/PHYSICAL DEMANDS

• While performing the duties of this job, the employee is regularly required to talk, hear, listen, and communicate clearly;
• The employee frequently is required to sit; use hands to finger, handle or feel objects, use manual and automatic office equipment, and reach with hands and arms.
• The employee is occasionally required to stand; bend; reach down and stretch overhead; walk; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee may occasionally lift and/or move up to 25 pounds unassisted and may occasionally move and lift heavier materials with assistance using ergonomic guidelines.
• Specific vision abilities required by this job include close and distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• The ability to travel during the day and/or night, sometimes long distance – possession of a valid California Driver’s License and access to an insured vehicle is required.
• Interaction and contact with outside agencies, vendors, funders, volunteers, donors, and contributors is a frequent aspect of this job.
• The employee will regularly use computers and computer printers, telephones, and other similar electronic office equipment.
• The environment can be noisy and includes the comings and goings of small children and their families.

Posting Closes: 12/6/2024
Interviews: 12/12/2024