ADMINISTRATIVE ASSISTANT

Community Bridges envisions a thriving community where every person has the opportunity to unleash their full potential. Our family of ten programs delivers essential services, provides equitable access to resources, and advocates for health and dignity across every stage of life.

POSITION DESCRIPTION:

Under the supervision of the Program Director, the Administrative Assistant performs a variety of and is responsible for programmatic and clerical support functions, including maintaining records, preparing statistical reports, filing, typing and using a computer to input and retrieve data. The Administrative Assistant also performs related work as required.

DUTIES & RESPONSIBILITIES:

Clerical and Program Support:

• Supports the Program Director with various projects for the division.
• Translates or interprets documents from English to Spanish or vice versa, as needed.
• Approaches center/agency staff, families and children, in a friendly manner.
• Receives and screens telephone calls and voicemails, providing information as necessary or directing the caller to the proper person/people.
• Compiles, maintains and organizes data, statistics and other information to be used in the preparation of periodic and special program reports.
• Maintains a variety of statistical data.
• Develops and maintains organized filing systems; files and retrieves information quickly and accurately.
• Types correspondence, reports, forms, schedules, minutes and other materials from rough drafts or brief notes; may prepare charts or visual aids for use in reports or presentations.
• Uses a PC computer and other ancillary equipment to enter and retrieve data; uses a computer to generate files, manipulate data, do word-processing and perform similar duties. Must be proficient using MS Word, Excel, and PowerPoint.
• Processes incoming and outgoing mail, including electronic communication and interoffice correspondence; coordinates interoffice communication.
• Uses a variety of standard office equipment such as a copier, printer, scanner, and FAX machine.
• Orders materials and supplies, sets up meetings, utilizes electronic calendar and interfaces with various vendors as needed.
• Distributes materials, memos, minutes and documents within the organization and externally as needed.
• Acts as liaison to communicate frequently with other community organizations; performs various functions for outside organizations as assigned by the Program Director.

• Uses proper judgment and discretion when dealing with information gained during the course of work; maintains confidentiality in accordance with agency and HIPAA policies.
• Develops and maintains effective and collaborative working relationships with other staff members, representatives of community agencies and the public.
• Communicates effectively and respectfully with people from different racial, ethnic and cultural groups and from different backgrounds and lifestyles; demonstrates a knowledge of and sensitivity to their needs.
• Drives a motor vehicle incidental to the performance of the work and is insured.
• Stays abreast of current practices, and ongoingly pursues professional development opportunities and goals.

• This is a FLSA non-exempt position.
• This position is eligible for a $.40/$.10 per hour bilingual and biliterate differential upon passing a test administered by the HR department.
• On-site attendance from Monday through Friday is required.

• The medical field and related programs and services.
• Standard office practices and procedures, including filing, record keeping and gathering of detailed information; and
• The use of standard office equipment, including computers and software programs, fax machine and printer.

• Maintaining accurate records, researching and compiling data and preparing detailed reports.
• Performing a variety of clerical, arithmetic, and program support duties.
• Typing at a rate of 55 WPM and developing flyers, brochures, calendars and other detailed materials.
• Using a computer to do word-processing and to input and retrieve data;
• Organizing work and setting priorities.
• Engaging with callers over the telephone, determining the nature of the call and referring them to the proper person/people.
• Explaining the policies and requirements of the service.
• Interacting tactfully, cooperatively, and effectively with other agency staff members and the public, including people from different racial, ethnic and cultural groups and from different backgrounds and lifestyles.

• Bilingual/biliterate Spanish/English required.
• Computer knowledge/skills required.
• Must be able to work at a computer for full workdays; some routine lifting and reaching requirements. Must be able to lift up to 25 lbs.
• Ability to multi-task and remain calm and effective under pressure.
• Must have a valid CA Driver's License, have access to drive a motor vehicle incidental to the performance of the work and be insured.

• Must pass a TB test before first day of employment.
• Must receive an annual influenza vaccination or be willing to wear a protective face mask during government regulated influenza season.
• Must possess a valid California driver's license and have access to a reliable vehicle to perform job duties.
• Must pass a criminal background check and driving record review, demonstrated by providing a current K-4 DMV printout, and maintain a clean criminal and driving record.
• Must be insured and be insurable under the agency's vehicle insurance policy.
• Must enroll in the agency's DMV Pull Notice program.
• The Administrative Assistant may transport clients and must pass a pre-employment drug screen and comply with periodic testing for drug use and alcohol misuse.
• Must be able to work at a computer for full workdays; some routine lifting and reaching requirements.