Administrative Assistant Job at Family Services Association in Moreno Valley

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.

1. Providing excellent customer service, greeting visitors and answering high volume of phone calls.
2. Provide confidential executive support to administrative staff including the ordering of supplies, scheduling of appointments and support with meetings.
3. Maintain databases to support the agency’s external relations efforts.
4. Create promotional materials, including presentations and leave behinds as needed.
5. Provide administrative support for the agency’s reports and other key outreach publications.
6. Assist with the planning of fundraising and outreach events, such as ribbon cuttings, open houses, and ground breakings.
7. Responsible for collecting data from all departments including demographics/outcomes/client satisfaction and preparing the data to be available for required reports.
8. Supervise administrative interns and/or volunteers as assigned.
9. Promote and maintain awareness of volunteer program/opportunities via online volunteer recruitment websites, printed materials, outreach events, public presentations and media venues.
10. Interview, screen, and place new volunteers in consultation and collaboration with Program Administrators. Ensure volunteers have needed background checks/health screenings through HR.
11. Maintain volunteer records.
12. Coordinate volunteer appreciation activities in conjunction with Program Administrators.
13. 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.
14. Punctual and regular attendance.
15. 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:

1. Long periods of computer/keyboard work.
2. Long periods of intense concentrated attention on details.
3. Ability to bend lift/carry at least 30 pounds.
4. Ability to perform tasks that require bending/stooping.
5. Ability to handle multiple tasks simultaneously.
6. Ability to work with and meet multiple deadlines.
7. Ability to cope with a fast-changing work environment.
8. Contribute to the organization culture of the department with a positive attitude and
9. professional Demeanor.
10. Ability to multi-task and stay focused with many interruptions.
11. Ability to stay composed under difficult situations.
12. Working at desk for extended periods of time.