Senior Administrative Assistant, Center for Community Solutions, San Diego, CA

Senior Administrative Assistant

Posted on: September 20, 2014
Posted by: Center for Community Solutions

CCS SUMMARY

Since 1969, Center for Community Solutions (CCS) has been creating safe and healthy communities with a core emphasis on the prevention and intervention of sexual assault and relationship violence. Our mission is to end relationship and sexual violence by being a catalyst for caring communities and social justice.

CCS is an equal opportunity employer that strives to create a diverse workforce and an inclusive culture.

POSITION SUMMARY

Under general supervision from the Administrative Services Manager, provides front desk reception and administrative support to leadership in the Coastal Office, including data management and program support. Performs general office support functions for the facility as directed by supervisor. As the first, and often only, contact that many victims, community members, and other clients will have with CCS, the Administrative Assistant provides professional and courteous service to create a welcoming and caring environment. Works with the Coastal team to ensure the timely, effective, and seamless provision of services to victims and other clients, other professionals, donors, and other individuals who contact CCS seeking assistance, information, advice supports, or referrals.

DUTIES & RESPONSIBILITIES

1. Primary Front Desk Reception and Initial Client Contact

• Greet walk-ins, respond to their immediate needs, and creating a welcoming environment in the reception area.
• Operate high-volume, multi-line phone system, answering and directing calls appropriately.
• Identify service needs of callers or walk-ins, then link individuals to appropriate CCS staff and program service.
• Provide thorough and accurate basic information and referrals to callers and walk-ins.
• Refer non-routine, sensitive or complex issues, such as complaints, to appropriate staff.
• Take messages accurately, forwarding them to appropriate staff in a timely manner.
• Maintain neat front desk reception area and waiting room.
• Follow security protocols to ensure safety of clients and staff.
• Work as part of CCS's Coastal team to provide effective and culturally sensitive services in a caring environment to diverse clientele.
• Ensure that all clients' confidentiality is protected.

2. Fiscal and Program Administrative Support:

• Provide clerical and administrative support to a variety of programs housed in the Coastal Office, including but not limited to advocacy, counseling, legal, prevention & education, fiscal, HR, and development. Tasks include, but are not limited to composing correspondence, scheduling meetings, organizing files and paperwork, and maintaining agency-wide monthly calendar. Requests are routed through supervisor.
• Endorse all incoming checks, record on log, and forward checks/copies according to protocol.
• Mail or distribute all accounts payable checks.
• Prepare monthly expense check requisitions.
• Enter data into forms or electronic data management systems while ensuring client confidentiality according to protocols.
• From rough notes, drafts, and oral instructions, type and format labels, letters, reports and other documents within designated timeframes.
• Prepare and distribute flyers, emails, faxes, letters, and other communications as directed.
• Organize and maintain up-to-date files and paperwork for office use.
• Carry out special duties and projects as assigned.

3. Office Support:

• Maintain office supply inventory. Prepare supply orders and receive/disperse supply shipments.
• Keep inventory of office equipment as required and assist with equipment maintenance.
• Receive incoming office donations. Schedule and oversee donation pick-ups.
• Schedule meetings, internal events, and gatherings as requested. Set up rooms for trainings.
• Update facility rosters, room and key/fob assignment lists, vendor contact lists, mailboxes, and after-hours' sign-in sheet.
• Process and distribute incoming mail.
• Schedule copier maintenance. Replace toner, and order and stock copy paper as needed.
• Maintain fax machine. Distribute incoming faxes to appropriate mailboxes.
• Check and refill standard office forms. Ensure adequate postage in reception area.
• Assist with storage facility organization.

4. Technology/Communications

• Act as the point person for all technology needs and repair requests.
• Serve as liaison with computer consulting company for all CCS offices, including entering service tickets and daily monitoring of computer repair portal.
• Coordinate facility alarm system and telephone system maintenance. Provide equipment training to new staff and interns. Setup email, voicemail system, and computer network permissions. Provide new staff with orientations to the facility, and phone/voicemail and alarm systems.
• Perform troubleshooting tasks regarding servers, desktop computers , network issues, and printers.

ESSENTIAL JOB REQUIREMENTS

EDUCATION

• High school diploma. AA degree preferred.

EXPERIENCE

• Minimum two years' experience performing receptionist and general administrative duties.

REQUIRED SKILLS, KNOWLEDGE, SPECIALIZED TRAINING

• Oral and written fluency in English and Spanish.
• Strong computer skills, demonstrated proficiency in MS Office programs (Word, Excel, Outlook).
• Ability to operate a multi-line telephone system, computer, and other standard office equipment.
• Ability to handle a high volume of telephone calls with courtesy, speed and accuracy.
• Ability to understand and carry out oral and written instructions.
• Ability to work on multiple and concurrent tasks with constant interruptions in a busy office environment.
• Excellent time management skills. Ability to prioritize multiple tasks in order to meet deadlines.
• Ability to word process at 50wpm and enter data into Excel spreadsheet with 95% accuracy.
• Ability to work independently with general supervision.
• Must demonstrate an acceptance and respect for cultural diversity in all its forms, including ethnicity, sexual orientation, abilities, and religious backgrounds and an ability to work collaboratively in an ethnically, linguistically, and culturally diverse environment.

PREFERRED SKILLS OR QUALIFICATIONS

• Experience in a nonprofit or crisis services work environment.
• Advanced skills in computer software/applications/etc, e.g., creating Publisher documents, designing Excel spreadsheets, or managing multiple Outlook calendars.
• Ability to proofread documents.

PRE-EMPLOYMENT REQUIREMENTS

• Live Scan criminal background clearance.

Languages needed: English and Spanish

Level of language proficiency: Bilingual fluency

Employment type: Full time

Salary details: $12.75/hr ($26,520/yr) starting

Benefits: Generous time off & holiday benefits; group medical/dental/vision; 401(k) + FSA

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

• Must be able to sit for long periods of time.
• Frequent repetitive hand use and simple grasping, e.g., desk and computer functions.
• Occasional standing, walking, kneeling, bending, twisting, pushing, pulling, reaching above and below the shoulder.
• Work is normally performed in a typical interior office work environment.
• Ability to lift and carry up to 25 lbs.
• Ability to work in domestic violence, sexual assault and stalking fields, which at times inherently create safety concerns.

Hrs/Schedule:40 hrs/wk; M-F, 8:30am-5:30pm

HOW TO APPLY

To apply, please send cover letter and resume to Megan Moses, Administrative Services Manager, at email: mmoses@ccssd.org