Administrative Assistant

Job Title: Administrative Assistant

Department: Administration - Programs

Reports To: Program Manager of Pathfinder To Employment

FLSA Status: Non-exempt

Revised Date: June 22^nd, 2022

SUMMARY

The Administrative Assistant is responsible for the development and implementation of all support functions for the Pathfinders To Employment programs, staff, people it serves, customers and employers.

DUTIES

Answers incoming telephone calls and determines purpose of callers and forwards calls to appropriate staff, & takes message if necessary (i.e. program, customer, employer and all stakeholder calls).

Welcomes on-site visitors, ensures they sign in, determines nature of business, and announces visitors to appropriate staff.

Receives, sorts and routes mail & packages to appropriate staff. Responsible for shipping and mailing packages and/or mail.

Creates, types and prints memos, correspondence, reports, flyers and other documents when needed.

Orders supplies (office, first aid, uniforms, curriculum, janitorial and contract supplies) and maintains supply/copy room.

Assists Program Managers with administrative or clerical needs.

Responsible for maintaining, securing and the timely return of electronic equipment, cooking appliances, (Air Fryer, electrical skillet, crockpot, iPad for Primary Health, iPad for Cricut, & Cricut machine etc.).

Ensures the vending machine is fully stocked. Will contact the vending machine vendor to report any issues/concerns, and keeps track of desired vending machine items.

Ensures we are adequately stocked with drinking water supplies.

Conducts weekly COVID testing to those staff identified by HR. Will contact HR when running low on testing kits, acquire kits and keep them stocked as needed.

Maintains the programs petty cash box & updates petty cash worksheet daily. The petty cash worksheet is submitted to the Program Manager’s at the end of the month, along with receipts via email.

Maintains shred cash box & updates the ledger daily. The shred cash ledger is submitted at the end of the month, along with receipts, to the Program Manager of Commercial Services and Competitive Employment.

Assist the Program Manager in creating agendas for the any meeting or training.

Takes accurate meeting minutes at staff meetings or trainings and send them to the supervising staff or trainer in no less than 48 hours for approval. Upon approval send out to the attendees of the meeting or training.

Responsible for downloading and filing all digital pictures taken.

Monitors scan folders for all staff and ensures that they are cleared out and confidential documents pertaining to client’s services are not contained in them.

Creates and post monthly calendars for vehicle maintenance, building cleaning schedule and vehicle assignments.

Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equivalent of two-year college or technical school and three years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, and procedure manuals. Ability to write high quality reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:

Must possess valid California Drivers License, auto insurance and clean DMV records.

OTHER SKILLS:

Must have experience with a variety of PC software applications including word processing, spreadsheets, presentation, power point, Desktop publishing and type a minimum of 50 wpm. Must be highly organized and detail oriented.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand; walk; stoop, and kneel. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

EMPLOYEE ACKNOWLEDGMENT:

I have received and read this job description and understand all the requirements and responsibilities outlined. I further acknowledge that this is not a comprehensive listing of all tasks which may be assigned and that The Arc reserves the right to amend the job description as necessary to meet business needs. Failure to comply with the job description may result in disciplinary action up to and including termination.

Administrative Assistant - PTE