Office Assistant

JOB TITLE: Office Assistant I

LOCATION: Cerritos

SALARY RANGE: $19.57-$22 per hour

JOB STATUS: Full time – Non-Exempt

REPORTS TO: Parent Enrichment Director

JOB OVERVIEW:

STATEMENT OF PURPOSE: The purpose of the Office Assistant position is to assist the Parent Enrichment Supervisor and Director with the day-to-day operation of the program. In general, the Office Assistant will be asked to maintain the Parent Enrichment satellite office and provide clerical support to Parent Enrichment staff.

SCOPE OF RESPONSIBILITY: The Office Assistant’s responsibility is to assist in the day-to-day operation of the Parent Enrichment satellite office.

ESSENTIAL FUCTIONS:

· Responsible for daily opening/closing and office maintenance

· Maintain all databases, client files, and sign-in sheets in preparation for audits

· Maintain tracking systems for various data points used in the Parent Enrichment Department

· Provide clerical support to the Parent Enrichment staff; accept new client referrals, prepare client charts and engagement materials according to program requirements

· Assist Supervisor with weekly File Reviews

· Assist Supervisor with preparation of monthly reports

· Create and distribute monthly Group Connection flyers and staff/client surveys as needed

· Assist with outreach activities as requested by Parent Enrichment Supervisor or Director

· Assist with planning and coordinating Parent Enrichment Department activities such as monthly meetings, staff retreats, agency events, and Group Connections

· Assists with meeting set-ups and takes meeting minutes

· Assists with Parent Enrichment Department with keeping inventory and purchasing necessary items for meetings, office, and Group Connections

· Assist Parent Enrichment Department with outreach activities (cold-calling, mailers, and community events) as needed to maintain caseload capacity

· Essential Functions might change depending on contractual obligations

· Other duties as assigned

KNOWLEDGE AND SKILLS:

· Pleasant demeanor with all individuals with whom contact is made

· Ability to deal with colleagues and clients in a tactful and professional manner

· Ability to adapt easily to new assignments and changing duties with poise

· Ability to communicate effectively both orally and in writing

· Ability to maintain an organized work space and pay attention to detail

· Ability to prioritize assignments and manage time effectively

· Ability to follow established procedures with minimal training

· Ability to follow written and oral directions and request assistance when needed

· Ability to identify potential difficult situations and suggest/implement solutions

· Ability to work independently and as part of a team

· Able to take direction and provide feedback or concerns to Supervisor

· General office skills; able to operate office equipment (photocopier and multiline telephone system)

QUALIFICATIONS:

Required

· High school diploma or equivalent

· At least two years working in an office environment in a clerical capacity; preferably experience in more than one type of setting

· Experience handling sensitive client information

· Proficient in Microsoft Office Software and electronic health records

· Bi-lingual in Spanish

CONDITIONS OF EMPLOYMENT:

· Will require personal motor vehicle to frequently travel between offices and community events to transport items and supplies

· Occasional evenings and weekends required

· Must have verification of T.B. clearance at the time of employment, to be renewed every year (every 2 years for chest x-rays)

· Employee may be asked to participate in cross-training programs or pursue additional education or training when it is determined to be in the best interest of the organization

· Employee must maintain annual certifications

MANDATORY TRAINING:

· Must maintain Child Passenger Safety Technician (CPST) certification biennially after completing and passing the CPS Certification course

· TWC Annual Learning Series

This class specification is only intended to identify the classification and to illustrate the duties, responsibilities, and requirements for it. It is not intended, nor should it be interpreted to describe each and every duty employee may be required to perform.

WORKING CONDITIONS:

· Work is performed in a normal office setting and in the community

· Noise level is moderate with occasional loud outbursts

PHYSICAL DEMANDS:

· Constantly converses with colleagues and clients

· Must be able to remain in a stationary position 50% of the time

· Occasionally moves about inside of the office to access office machinery, supplies, etc.

· Constantly operates a computer and other office machinery, (i.e., printer/copier and calculator)

· Regularly operates personal motor vehicle to travel between offices and the community (mileage to be reimbursed)

· Occasionally transports materials (supplies, toys, books, etc.) weighing up to 50 pounds for Team meetings, Group Connections, parent-child activities and parent engagement supplies

REASONING ABILITY: Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

The Whole Child is an equal employment opportunity employer and no candidate for employment will be rejected on account of race, color, religion, national origin, age, marital status, or sex. Candidates with physical impairments will be considered so long as it can be reasonably demonstrated that the duties and responsibilities can be effectively performed without hazard to the individual, fellow employees, or clientele.