Administrative Assistant Job at Family Services Association in Moreno Valley
Family Services Association, Moreno Valley, CA, US, 92557
Job Description
Job Description
Administrative Assistant
Salary: $20.00 - $28.00 per hour (Non-Exempt)
Summary: The Administrative Assistant is a confidential position providing administrative and program support to the Administration Department. Responsibilities include general administrative office operations; coordination of agency data including demographics and outcomes; maintains a working knowledge of the FSA programs where volunteers will be placed as well as ongoing coordination with supervisors of volunteers; and maintaining of volunteer records. The Administrative Assistant will also perform functions such as preparing correspondence and scheduling meetings.
Essential Duties:- Providing excellent customer service, greeting visitors and answering high volume of phone calls.
- Provide confidential executive support to administrative staff including the ordering of supplies, scheduling of appointments and support with meetings.
- Maintain databases to support the agency’s external relations efforts.
- Create promotional materials, including presentations and leave behinds as needed.
- Provide administrative support for the agency’s reports and other key outreach publications.
- Assist with the planning of fundraising and outreach events, such as ribbon cuttings, open houses, and ground breakings.
- Responsible for collecting data from all departments including demographics/outcomes/client satisfaction and preparing the data to be available for required reports.
- Supervise administrative interns and/or volunteers as assigned.
- Promote and maintain awareness of volunteer program/opportunities via online volunteer recruitment websites, printed materials, outreach events, public presentations and media venues.
- Interview, screen, and place new volunteers in consultation and collaboration with Program Administrators. Ensure volunteers have needed background checks/health screenings through HR.
- Maintain volunteer records.
- Coordinate volunteer appreciation activities in conjunction with Program Administrators.
- Maintain the agency master calendar of events coordinating and communicating with all departments to ensure that calendar is up to date and opportunities for outreach and collaboration are maximized.
- Punctual and regular attendance.
- Other duties as assigned.
Report to: COO
Minimum Qualifications:
High School diploma required- post-secondary education/training preferred
Five (5) years of administrative or outreach related experience preferred
Knowledge of Microsoft Office Suite preferred
Knowledge of Excel or other low-cost software to manage databases preferred
Excellent oral and written communication skills
Demonstrated ability to prepare PowerPoint presentations
Strong interpersonal skills
Licenses & Certifications:
CA Driver’s License
Proof of automobile insurance
Current and Clear DMV record
Physical & Mental Demands:
- Long periods of computer/keyboard work.
- Long periods of intense concentrated attention on details.
- Ability to bend lift/carry at least 30 pounds.
- Ability to perform tasks that require bending/stooping.
- Ability to handle multiple tasks simultaneously.
- Ability to work with and meet multiple deadlines.
- Ability to cope with a fast-changing work environment.
- Contribute to the organization culture of the department with a positive attitude and
- professional Demeanor.
- Ability to multi-task and stay focused with many interruptions.
- Ability to stay composed under difficult situations.
- Working at desk for extended periods of time.