Caring People Alliance is hiring: Administrative Assistant 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.