Administrative Assistant I - Episcopal Children's Services : Job Details

This position is Part-Time 25 hours per week. GENERAL DESCRIPTION:This position has two areas of responsibilities.1.Assist on the organization and coordination of the ECS Headquarters office and/or Skylark building operations and procedures for organizational effectiveness and efficiency.2. The Administrative Assistant I provides administrative project support to the HeadStart Director & Head Start Support Staff.MAJOR RESPONSIBILITIES OF ECS CENTRAL OFFICE AND/OR SKYLARK BUILDING:1.Provides back-up support to Chief Officer of Center Operations when necessary.2.Oversee Headquarters office related services involving maintenance & repairs, janitorial services, copy machines, shredder, mailing equipment, etc.MAJOR RESPONSIBILITIES OF ADMINISTRATIVE PROJECT SUPPORT:1.Answer multi-line phone lines. Gives accurate and pertinent information and transfer to appropriate department/staff.2.Checks ECS phone system thru emails and forward messages to appropriate staff.3.Keeps Office areas neat and organized. Maintain clean, inviting space for visitors.4.Receives and distributes all mail, packages and deliveries collecting packing slips.5.Prepares packages for delivery via Fed-Ex.6.Schedule events on our conference/training rooms for Headquarters and Skylark.(Helpdesk Tickets-Meeting Space)7.Coordinate transfer and disposal of records as per the retention schedule and policies are carried out effectively.8.Resolve all assigned tasks requested thru Help Desk.9.Monitor and maintain office, & cleaning supplies inventory. (Collaborate with cleaning crew and keep inventory)10.Help maintain all copiers - order supplies, change toner, clear jams, and basic support.11.Ensure breakroom, meeting/training/conference rooms are clean and fully stocked.12.Maintain the extension list and center list for the agency.13.Assist with Data entry for mailing list, graphic design and making copies.14.Assist with the organization and implementation of special events, trainings &meetings.15.Create purchase orders from requisitions.16.Manage and resolve problems due to delivery, quality, and pricing in a timely manner. (Helpdesk tickets request from fiscal)17.Tracking, placing, and following orders placed for program supplies orders.18.Assist with pre-service and in-service training as needed.19.Schedule and communicate appointments and meetings as requested.20.Coordinate orders for Head Start support staff as needed.21.Record minutes of meetings, as required.22.Assists applicants/clients with paperwork prior to scheduled interview or Live Scan.23.Develops visual and audio presentation materials as requested.24.Coordinate all travel arrangements for conferences (hotels, travel, etc.)25.Order food for events and meetings.26.Order HS/EHS staff business cards, Door plates and name badges.27.Make credit card purchases.28.Attend conferences and workshops in alignment with program duties.29.Coordinates car assignments for ECS vehicles.30.All other duties as requested by the Manager of Administrative Services, Director of HS/EHS and the Chief of Center Operations.(These essential job functions are not to be construed as a complete statement of duties performed. Employees will be required to perform other related marginal duties as required.)ORGANIZATIONAL RELATIONSHIP:

• This position reports to the Office Administrator

RequirementsEDUCATION AND EXPERIENCE:

• Associates degree preferred.
• 3+ years related administrative experience.

(A comparable amount of training, education, or experience can be substituted for minimum qualifications.)SKILLS, KNOWLEDGE, AND ABILITIES:

• Excellent people skills and ability to work well with a broad range of people.
• Ability to build and establish collaborative relationships.
• Ability to multi-task, prioritize and work in a fast-paced environment.
• Ability to work with the public in a tactful and professional manner.
• Ability to exercise good judgment and emotional maturity.
• Knowledge of Microsoft Office products at an intermediate to advanced level.
• Ability to communicate effectively both orally and in writing
• Ability to maintain confidential information.
• Ability to plan and organize work as well as maintain records and prepare reports.
• Ability to perform with little direct supervision.
• Bilingual English/Spanish

LICENSES, CERTIFICATION OR REGISTRATIONS:

• Valid driver's license.

ENVIRONMENTAL CONDITIONS:

• Works inside in an office environment
• Some travel required
• Some night and weekend work required
• Some out-of-town travel possible

ESSENTIAL PHYSICAL SKILLS:

• Acceptable eyesight (with or without correction)
• Acceptable hearing (with or without correction)
• Ability to communicate both orally and in writing
• Ability to lift to 50 lbs.

(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)Salary Description $20.48 Hourly