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Administrative Assistant (47135)

Administrative Assistant (47135)

WestCareFresno, CA
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POSITION SUMMARY :

Person in this position will be responsible for the clerical and secretarial aspects of the Housing Services department as well as provide direct support to the Program Director in a variety of administrative tasks. Essential Job Functions include those listed below. Essential Job Functions include those listed below.

ESSENTIAL JOB FUNCTIONS :

  • General administrative / secretarial support to the Director, i.e., scheduling appointments, correspondence, managing incoming / outgoing phone contacts, typing monthly, quarterly and annual reports and other related duties.
  • Ordering supplies for the department
  • Coordination and preparation of designated programmatic meetings including meeting announcements, agenda, meeting material and recording / transcription of minutes of meetings.
  • Format information for internal and external communication (memos, emails, presentations, reports, etc.)
  • Attendance with and / or representation of the Director or designee at various community meetings when requested.
  • Provide clerical support to the Director and other administrative staff as requested.
  • Manage directors’ calendar and set up meetings.
  • Screen and direct incoming calls appropriately
  • Make travel arrangements for staff members as needed.
  • Maintain filing system for administrative files and any other relevant files.
  • Review and distribute, when appropriate, all incoming mail addressed to the program and administrative staff.
  • Must Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation; and
  • Perform all other duties as assigned.

ESSENTIAL QUALIFICATIONS :

To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

Experience and Competencies :

  • Excellent communication skills.
  • Good computer skills.
  • Good documentation skills.
  • Excellent computer skills to encompass Microsoft Office applications (Word, Outlook, Excel, etc.)
  • Bilingual is preferred.
  • Superior writing skills.
  • Attention to detail.
  • Highly Motivated.
  • Be able to multi-task Ability to work well in a team environment.
  • Adherence to the highest standard of ethical conduct, especially to standards governing.
  • confidentiality.
  • The ability to stay calm under pressure.
  • Extensive knowledge in the area being researched.
  • Time-management skills
  • The ability to empathize with others.
  • Professional appearance and demeanor.
  • Must be culturally / linguistically sensitive to populations served.
  • Valid driver’s license and ability to obtain and maintain WestCare’s vehicle insurance is required.
  • Must be able to obtain and maintain a successful criminal history background check.
  • CPR Certification, First Aid Certification, and an annual Tuberculosis test.
  • During your tenure with WestCare there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and / or Funders that WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.

    • EDUCATION and / or EXPERIENCE :

  • Past experience in high-level secretarial position, preferably in a social service setting.
  • Prior data experience.
  • High School diploma or equivalent is required.

    • LICENSURE / CERTIFICATION :

  • Not applicable for this position.

    • WORKING CONDITIONS :

  • Work is primarily performed in an office or in a Residential treatment setting.
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