Administrative Assistant Job at Caring People Alliance in Philadelphia

CARING PEOPLE ALLIANCE JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT

Statement of General Purpose

The Early Learning Center Administrative Assistant is responsible for providing administrative, secretarial, and clerical support; operating both as support staff and as paraprofessional with duties and responsibilities as assigned. This position supports the Early Learning Director.

Location

R.W. Brown

Examples of Essential Functions and Responsibilities

• Assists unit management in routine, strategic, and exceptional duties and responsibilities directly related to the function of that unit.
• Understands compliance requirements for Early Learning Programs.
• Performs as paraprofessional, with specialized and technical duties and responsibilities as assigned.
• Manages unit communications; screens and routes incoming and outgoing telephone, mail, and FAX contacts; schedules and arranges meetings, travel, appointments, etc.
• Prepares a variety of routine, special, and confidential letters, memos, proposals, invitations, notices, faxes, and other documents and correspondence using computer or typewriter.
• Assists in responding to inquiries from management, other employees, and outside agencies and contacts.
• Maintains files, records, and databases, ensuring completeness, accuracy, and availability.
• Prepares routine and exception reports.
• Prepares requisitions for office supplies and equipment; maintains and controls inventory and records; ensures clean, neat, and secure storage.
• Oversees the operation and maintenance of office machinery, including computers, typewriters, faxes, copiers, telephones, etc.
• Assists in orientation and training programs for new and present employees.
• Assists in administrative matters such as meetings, projects, processing, research, insurance claims, United Way campaign, committees, contractual and administrative paperwork, etc.
• Develops knowledge, awareness, and working relationships with employees throughout CPA and in similar social, educational, and human services organizations.
• Ensures that unit environment is neat, clean, and safe for staff and for visitors, guests, clients, program participants, and others; ensures compliance with health and safety requirements.
• Performs related work as required.

Core Competencies

• Extensive knowledge of general office policies, procedures, and work methods.
• Extensive knowledge of personal computers and their use and application in the workplace.

Administrative Assistant Page Two

• Ability to provide leadership and direction to administrative, secretarial, and clerical employees.
• Ability to provide management with timely and accurate reports and communications.
• Ability to communicate effectively and to work productively with employees, clients, program participants, families, and other human services organizations in a positive, pleasant, professional, and productive manner in writing, by telephone, and in personal contacts.
• Ability to maintain complete, accurate, and accessible administrative files and records.
• Ability to work accurately, independently, and cooperatively, with strong attention to detail, ability to discern priorities, sense of ethics, and respect for confidentiality.

Minimum Qualifications

• High school or business school diploma or G.E.D., and
• 1-2 years office clerical or administrative experience, including
• One (1) year as group leader or supervisor, or
• Any equivalent combination of acceptable training, education, and experience.

Other Requirements

• This position includes the normal physical demands associated with work in an office environment, such as lifting, bending, and carrying; and travel to other facilities throughout the Philadelphia area.
• This position is subject to the overtime provisions of the Fair Labor Standards Act.