CUA Administrative Assistant

General Description:

The Administrative Assistant reports to the Program Administrative Coordinator and is responsible for day-to-day management of office activities within the program. This position is responsible for providing and coordinating administrative support for the Director and other staff. This person is also responsible for performing general functions and duties to support the daily operations of the program.

Duties and Responsibilities:

Provide administrative and management support to Administrative Coordinator, Case Management Directors and staff as needed, including data entry, clerical functions, maintenance of program inventory, shipping, planning and organization of events etc.

Coordinate and schedule meetings.

Assist will all documentation needed for authorization and billing and create and maintain client records.

Monitor, order and distribute office supplies and program material through an organized inventory process.

Take notes during meetings and conference calls and prepare summaries.

Supporting the preparation of all reports internal and external.

Create and format Standardized forms.

Coordinate availability and distribution of all forms.

Coordinate orientation of new staff concerning administrative and office procedures.

Schedule and organize Meetings as required.

Route all incoming and outgoing mail.

Interact with program participants and other community-based agencies.

Provide support for timekeeping and payroll preparation as needed.

Provide other support services and duties as needed and assigned.

Qualifications/Requirements:

HIGH SCHOOL DIPLOMA OR GED REQUIRED

ASSOCIATES OR BACHELORS DEGREE PREFERRED

Two-three years of experience working in an office environment.

Expert knowledge of Microsoft applications.

Experience working with diverse populations and diverse staff.

Ability to work independently and take the initiative to identify and address tasks without prompting.

Proficiency in MSWord, Excel, and PowerPoint.

Proficiency in basic computer skills with ability to learn new software with minimal support.

Highly organized with excellent time management

Strong organizational skills with ability to manage and prioritize multiple assignments from multiple staff members.

Excellent interpersonal, writing, and verbal communication skills

Physical Demands:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Must be mobile at times. Must have valid drivers license and insurance and be able to travel and be flexible.