Administrative Specialist

BECOMING INDEPENDENT JOB DESCRIPTION

POSITION: Administrative Specialist 

PROGRAM:   Admin & Program Support

SUPERVISOR: Administrative Manager
 

POSITION DESCRIPTION:          The Administrative Specialist is an ambassador of Becoming Independent. In addition to promoting a positive work environment, this individual will provide clerical and onsite support to Programs, the Administrative Team, BI’s Chief Executive Officer, the Board of Directors and play an active role in event support and facilities.

SALARY: $23-$25/hr DOE

STATUS: M-F Full-Time; Non-Exempt

CRITICAL JOB FUNCTIONS

Possesses the professional skills and abilities specific to the technical aspects of the position.
 

CUSTOMER SERVICE

• Demonstrates a high level of professionalism and can answer general questions about the organization from visitors, donors, stakeholders, and the general public. 
• Greets all visitors promptly and professionally, determining needs and directing them to the appropriate employees/locations.

• Responsible for managing inquiries that come through BI’s main phone line.
• Maintains office machines, equipment, and purchases office supplies. 

ADMINISTRATIVE SUPPORT

• Support Human Resources department with employee experience efforts. 

• Provide administrative support to BI’s Chief Executive Officer, Board of Directors, board-related committees, and Administrative Manager. 
• Distribute daily incoming and outgoing mail.
• Assists with general agency events.

PROGRAM SUPPORT

• Perform data entry tasks within agency databases with accuracy. 
• Responsible for filing documents both electronically and in physical form as necessary.
• Support the organization’s health & safety and disaster preparedness processes. 
• Complete supply request orders.

DEVELOP AND MAINTAIN EFFECTIVE RELATIONSHIPS

• Enthusiastically represent BI’s philosophy and beliefs. 
• Develops and maintains effective relationships with Board members, management staff, individuals served, affiliated agency/service staff, and relevant members of the community.
• Demonstrate a high level of professionalism and discretion with confidential and sensitive issues. 

OTHER

• Should the need arise, provide support as a Direct Support Professional working in any BI program including but not limited to, providing in-home care, transportation, and in-community services for persons served.
• Executes position-specific job duties and other duties as assigned at the discretion of BI.

CANDIDATE SHOULD POSSESS THE FOLLOWING SKILLS

Organized:  Able to perform job duties with efficiency and accuracy.

Dependable: Can be relied upon; trustworthy, responsible, punctual. Takes ownership of the duties they have.

Good Judgment: Chooses courses of action that result in beneficial outcomes for all BI stakeholders.

Positive Attitude: Has an overall positive, open, and supportive attitude.

Interpersonal Relations: Is able to relate well to others.

Communication: Has effective communication skills both verbally and in writing.

Initiative: Is a self-starter.

Attention To Detail: Acute accuracy and ability to look for/find/question inconsistencies. 

Philosophical Commitment: Demonstrates commitment to BI’s established culture of dignity and respect.
 

QUALIFICATIONS AND REQUIREMENTS

EDUCATION: 

High school diploma or equivalent is required. College-level coursework in business, administration,  and/or communication is desirable.

EXPERIENCE:

Two years of paid clerical experience is required. Great customer service skills are required. Experience working with a board of directors is desirable. Experience in Human Resources, fundraising, or events is desirable.

SPECIAL SKILLS:

• Keystrokes a minimum of 50 wpm, ability to use computers for word processing, database management, desktop publishing, and spreadsheets.
• Excellent verbal and written communication skills.
• Must be able to speak, read, write, and understand the primary language used in the workplace.
• Advanced in Google Suites. Knowledge of PowerPoint, Canva, Adobe, Therap, and ADP. 
• Eager to learn and not afraid of technology.
• Able to prioritize workload based on the deadline/need.
• Asks questions to ensure clear understanding and seeks to find answers when appropriate.

PHYSICAL REQUIREMENTS:

• A physical condition that will permit frequent bending, squatting, turning, and lifting without injury.
• Ability to operate a vehicle for a portion of your shift.
• Ability to walk and stand for prolonged periods of time.
• Ability to assist individuals in wheelchairs.
• Provide personal care to individuals, including assistance in the restroom and feeding.
• Lift at least 40 pounds.
• Clearance of pre-employment Functional Capacity Evaluation with no restrictions that cannot be reasonably accommodated without undue hardship.

MAY REQUIRE ONE OR ALL:

• Valid California driver’s license
• Insured, dependable vehicle
• Proof of current auto insurance
• First Aid and CPR certification
• Criminal Record Clearance 

Salary : $23 - $25