Administrative Assistant

• Performs a variety of clerical tasks, including but not limited to, word processing, data entry, filing, copying, computing, mailing, and tracking information, etc.
• Screens and directs telephone calls; provides routine information and referrals in response to inquiries.
• Receives referrals from various Family and Community Support programs and keeps track of the information using the program’s procedures and systems. 
• Enters intakes and programmatic file information into ClientTrack, the agency’s client database system.
• Provides logistical arrangements for meetings and activities, develops agendas and prepares meeting materials.
• Compiles and records statistical data, and transfers those numbers into readable and comprehensive reports.
• Distributes information, letters, and memos to all program management and staff.

• Assists with preparation of letters, brochures, bulletins, announcements, and flyers.
• Picks up and distributes mail, packages, and correspondence.
• Maintains supplies and reorders as needed.
• Assists in preparing purchase requisitions for non-office supplies.
• Assists in vouching and tracking all bills related to relevant programs.
• Helps to maintain general office space in an orderly and clean manner.
• Attends staff meetings, conferences and workshops as required.
• Must be dedicated to the goals and philosophy of the division’s child development programs and CAPSLO.
• Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one’s self, fellow employees, clients and children.
• Performs other duties as needed.

• Maintains a current knowledge of: CAPSLO Programs, organizational structure, policies and procedures, etc.
• Must have strong computer skills, with knowledge of MS Office, MS Word and Excel.  Must be able to type proficiently. 
• Must have general knowledge of office equipment including fax, copier, typewriter, and computer.

• Must have strong communication skills both verbal and written.
• Must have excellent organizational skills.

• Must be able to coordinate information processing in a responsible and confidential manner.
• Must be able to develop reports, compile statistics and conduct research.
• Must be self-motivated and able to work with a minimum of supervision.
• Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, gender identity, disability or socio-economic level.
• Must be able to develop and maintain effective work relationships with other employees and representatives of private and public agencies.
• Must be able to work under pressure of many deadlines and difficult situations.
• Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.

• This position has no direct supervisory responsibility.

• Requires working indoors in temperature-controlled environment with some exposure to copier and printer chemicals/fumes.

• 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.

• Position requires intermittent standing, sitting, walking, twisting and bending.  
• Must be able to lift up to 30 pounds.  
• Simple grasping and hand manipulation required as well as reaching above and below shoulder level.  

• This is a regular, full time 40 hours per week position.  Occasional evening or weekends may be required. 

• Attends staff meetings, conferences and workshops as required. 
• Must be able to travel occasionally (1-2 times per year).

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.