Administrative Assistant

Overview

Under the general supervision of the Executive Director, the Administrative Assistant provides a variety of office, administrative, human resources, and general support for Lassen Family Services requiring proficiency in typing, record keeping, communication, and a high degree of confidentiality.  Assists in identifying problems through research, collection, and analysis of data, and preparing solutions and alternatives.  Furthers communications of Lassen Family Services’ programs, policies, and procedures and carries out various tasks to promote positive public relations.  Work may involve handling sensitive issues and confidential information requiring discretion.

Job Classification:  Non-Exempt, Supervisory

Essential Duties and Responsibilities May Include:

·         Performs a wide range of complex and confidential administrative and secretarial duties.

·         Compiles materials for use by the Executive Director that may involve extensive research and include highly confidential and sensitive information.

·         Receives and screens incoming calls, answers questions, research and resolve problems and direct calls to appropriate person.

·         Schedules appointments, coordinates meetings and trainings with individuals or groups.

·         Independently composes correspondence related to assigned responsibilities.

·         Assists the Executive Director in conducting research, organizing information, and preparing reports.

·         Prepares reports for Board of Director’s meetings.

·         Schedules training, plans travel arrangements, and prepares itineraries for staff as directed by the Executive Director.

·         Conducts research, collecting pertinent information, confers with individuals and projects/programs providing requested information to the Executive Director in report format.

·         Assists in the development and completion of projects, attending to routine administrative matters, and coordinating interdepartmental efforts to further communication.

·         Assists in the planning and implementation of events, i.e. trainings, meetings, workshops, seminars, and fundraising events.

·         Processes various administrative records, enters information on computer, and organizes and maintains personnel files.

·         Maintains a filing system for general and personnel records, reports, complaints, correspondences, etc.

·         Assists in the creation of agency forms as necessitated by the agency and as directed by the Executive Director.

·         Assists in filing grants, reports, and correspondence for the Executive Director.

·         Provides support to the Executive Director in the grant writing process, i.e., gathering statistical data, grant forms, distribution of required grant contracts, service standards, and grant correspondence/information.

·         Acts as a liaison between the agency and newspapers, radio stations, and local advertising organizations to promote the services, programs, and events of the agency.

·         Supervises website management, social media, and publicity for Lassen Family Services.

·         Acts as a liaison between the public, local companies, and corporations to inquire and receive donations.

·         Attends conferences, and workshops related to domestic and sexual violence, networks with other service providers, and maintains positive relationships with community agencies.

·         Responds to requests for information concerning human resources.

·         Processes employment, board, and volunteer applications, schedules interviews, and mails follow-up letters.

·         Introduces new hires, creates ID Badges, provides, and ensures completion of new hire packets and training orientation, and informs new hires about agency policy and procedures ensuring state and federal regulations are followed.

·         Coordinates and implements on-going staff and volunteer development and trainings.

·         Performs various other clerical duties in a training capacity as workloads, temporary absences or emergencies dictate including providing crisis intervention and immediate support services for victims of violence over the phone and in- person.

·         Attends and participates in staff meetings.

·         Performs other duties as assigned.

Skills and Abilities:

·         Ability to prepare and maintain accurate written records and reports.

·         Ability to perform detail-oriented work with frequent interruptions.

·         Strong organizational skills with an ability to prioritize and meet deadlines.

·         Ability to work within the confines of confidentiality and ensures that professional boundaries are maintained.

·         Ability to establish positive, effective, and cooperative working relationships and use good judgment, initiative and resourcefulness when dealing with other employees and the public.

·         Ability to effectively communicate, understand instructions, and follow directions.

·         Ability to work effectively in a fast-paced environment, with changes in priorities and in emergencies.

·         Ability to work independently and productively with minimal supervision.

·         Ability to work as a team member.

·         Ability to communicate clearly and concisely, both orally and in writing.

·         Ability to identify problem areas within the scope of the position and find solutions.

·         Ability to provide peer counseling, crisis intervention, and support services for victims of violence.

·         Ability to demonstrate sensitivity to issues surrounding domestic and sexual violence.

·         Ability to communicate with persons from a variety of socio-economic, cultural, and ethnic backgrounds.

·         Ability to demonstrate commitment to the agencies mission and values.

·         Ability to type 45 wpm.

Knowledge of:

·         Community organizations that provide social services and support.

·         Cultural competency and application.

·         Teamwork and application.

·         Office equipment including faxes, copiers, computers, printers, telephone, etc.

·         Windows based office technologies including Word, Excel, PowerPoint, and Adobe.

·         Human Resources laws and practices.

·         Promotional strategies.

Training/Experience/Education: Any combination of training and experience that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be completion of Lassen Family Services, Inc. Crisis Intervention Peer Counseling training and at least three years of progressively responsible experience providing office support and public contact work is preferred.

Typical Physical Requirements: (These are typical requirements, but Lassen Family Services, Inc., will discuss and make reasonable accommodations for job candidates and incumbents with disabilities.) Sits for extended periods; frequently stands, walks, stoops, kneels and crouches to pick-up and/or move objects; may occasionally lift and move objects weighing up to 25 lbs.

Typical Working Conditions: Work is generally performed in an office environment; incumbents are expected to learn and provide basic peer counseling and crisis intervention for victims of violence; incumbents may be required to drive to different locations and sites throughout the service areas; frequent contact and communication with other staff, the public, participants, and representatives of other agencies; work hours may be variable and outside the normal 8 am to 5 pm workday to meet the requirements of the position; incumbents are expected to be available on stand-by for crisis intervention responses at any time during specifically assigned time periods.

Special Requirements:

·         Possession of a valid California Driver’s License and insurance.

·         Acceptable State, CACI, and FBI criminal background check.

·         Possession of, or ability to obtain, CPR certification.

·         Successful completion of Crisis Intervention Peer Counseling training.

EOE

Minimum Education and Experience