Administrative Assistant -Bilingual Spanish

Administrative Assistant- Bilingual Spanish

Part Time

JOB SUMMARY:

The Administrative Assistant performs administrative and project support for the Program Director(s) and the Director of Faith and Capacity Initiatives. Responsibilities include logistics support for events and activities, making travel and meeting arrangements, performs online research functions, filing, and data entry.

Documents and file maintenance (mostly digital) related to department’s vendors and purchasing activities. Assists in event planning, preparations and execution. Projects a professional agency image through in-person, online and phone interactions.

ESSENTIAL FUNCTIONS:

• Supports all program staff in assigned project-based work.
• Prepare, process and track invoices, ensuring proper coding and approval for submission to Finance Department.
• Prepare & package training/meetings/implementation retreat materials for departmental events as needed.
• Makes travel arrangements including conference registrations, and lodging as required for Project Director(s), and Director of Faith and Capacity Initiatives.
• Answers inquiries that are directed to the Faith and Capacity Initiatives Department.
• Creates and modifies documents and spreadsheets using Microsoft Office & other tools.
• Maintains hard copies and electronic filing systems.
• Researches and obtains quotes for approval, and purchases supplies for the department.
• Process & inventory materials requested by staff.
• Responsible for set-up and coordination of departmental meetings, including minutes.
• Process and track equipment.
• Other duties as assigned.

Knowledge and Skills:

• Thorough knowledge of professional office practices, procedures, and the use of office machines and equipment.
• Ability to establish and maintain effective working relationships with various department staff, general public and management.
• Great at quality customer service.
• Ability to communicate effectively orally and in writing in both Spanish and English.
• Sufficient skills in typing to complete 60 wpm accurately and the ability to take sufficient and accurate notes of meetings so as to record the events topics and action items while adhering to ethical standards and maintaining all discussions confidentially.

• Associates College degree preferred.
• Must have at least two years of experience.
• Knowledge of Microsoft Office including Teams and telephone protocol.