Statement of General Purpose:
The Central Office Administrative Assistant Position is responsible for providing administrative, secretarial, or clerical support to the President, and operating both as support staff to the Vice President and Corporate Administrator with duties and responsibilities as assigned. This position reports to the Corporate Administrator.
Examples of Essential Functions and Responsibilities:
- Assists unit management in routine, strategic, and exceptional duties and responsibilities directly related to the function of that unit.
- Performs as paraprofessional, with specialized and technical duties and responsibilities as assigned.
- Manages unit communications; screens and routes incoming and outgoing telephone, mail, and FAX contacts; schedules an arranges meetings travel appointments, etc.
- Prepares a variety of routine, special and confidential letters, memos proposals, invitations, notices , and faxes, and other documents and correspondence using computer or typewriter.
- Assists in responding to inquires from management, other employees, and outside agencies and contacts.
- Maintains files, records, and databases ensuring completeness, accuracy and availability.
- Prepares routine and exception reports.
- Prepares requisitions for office supplies, and equipment, maintains and controls inventory and records, insures clean neat and secure storage.
- Oversees the operation and maintenance of office machinery, including computers typewriters, faxes, copiers, telephones, etc.
- Assists in orientation and training programs for new and present employees
- Assists in administrative matters such as meetings, projects processing, research, insurance claims, committees, contractual and administrative paperwork, etc..
- Develops knowledge, awareness and working relationships with employees throughout CPA and in similar social, educational, and human service organizations.
- Ensures that unit environment is neat, clean and safe for all staff and for visitors, guests, clients, program participants and others; ensures compliance with health and safety requirements.
- Performs related work as required.
- Extensive knowledge of general office policies, procedures and work methods.
- Extensive knowledge of personal computers and their use and application in the workplace.
- Ability to provide leadership and direction to administrative, secretarial and clerical employees.
- Ability to communicate effectively and to work productively with employees, clients, program participants, families and other human services organizations in a positive, pleasant professional and productive manner in writing, telephone, and in personal contacts.
- Ability to maintain complete, accurate and accessible administrative files and records.
- Ability to work accurately, independently, and cooperatively, with strong attention to detail, ability to discern priorities, sense of ethics, and respect for confidentiality.
- High School or Business School Diploma or G.E.D. and
- Five years experience office clerical or administrative experience, including
One (1) year as group leader or supervisor or
- Any equivalent combination of acceptable training, education and experience.
- This position includes the normal physical demands associated with work in an office environment, such as lifting, bending, and carrying; and travel to other facilities throughout the Philadelphia area.
- This position is subject to the overtime provisions of the Fair Labor Standards Act.