Administrative Assistant

Primary Function:

The Cannabis Enforcement and Teen Intervention Project (CETIP) Administrative Assistant will ensure the efficient day-to-day operation of the office and support the work of management and other staff.

Administrative Assistants should demonstrate competence in some or all of the following:

Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.

Build Relationships: Establish and maintain positive working relationships with others both internally and externally, to achieve the goals of the organization.

Communicate Effectively: Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.

Focus on client needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

Make Decisions: Assess situations to determine the importance, urgency, and risks, and make clear and timely decisions in the best interests of the organization.

Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.

Plan: Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.

Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

CETIP Administrative Assistant will perform a wide range of duties, including some or all of the following:

Reception:

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with accurate information
• Greet members/parents/clients/suppliers/visitors to the organization in a professional and friendly manner

Office Administration:

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and deliveries for distribution to appropriate staff
• Maintain the photocopier with paper at all times
• Prepare and send outgoing faxes and mail
• Forward incoming general e-mails to the appropriate staff member
• Receive and store the office supplies, ensuring that basic supplies are always available
• Maintain the office supplies closet clean and organized
• Code and file material according to the established procedures
• Update and ensure the accuracy of the organization's databases
• Provide secretarial and administrative support to management and other staff
• Make travel, meeting, and other arrangements for staff
• Coordinate the maintenance of office equipment

Provide Support:

• With the CETIP Director, prepare meeting agendas and supporting materials for distribution
• Ensure the timely distribution of materials to staff
• Support the CETIP Director with meetings and other arrangements
• Draft minutes during staff meetings

Requirements

Qualifications

• High School Diploma required
• Bilingual (Spanish/English)

Knowledge, skills, and abilities

• Proficient user of Microsoft Office (Word, Excel, Powerpoint, Outlook)

• Proficient user of office equipment (computer, phone, copier/printer, etc.)
• Databases

Experience

• 6 months - 1 year work experience in an office setting (preferred)

Working Conditions

• Administrative Assistants work in an office environment
• Administrative Assistants usually work 25-30 hours a week
• Administrative Assistants may be required to adjust work week to attend special events

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Ability to supervise large groups of youth and coordinate their activities. A majority of the time will be spent sitting. Moderate lifting will be required from time to time.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

Benefits

• $21.00 - $24.00/hr (Depending on experience, education, and other criteria)
• Pension Plan (after meeting eligibility criteria)
• Paid Sick Time

• Training & Development