ADMINISTRATIVE ASSISTANT

Job Title:

Administrative Assistant

Department:

Family Wellness

Location:

Reports To:

Ontario

Program Director

FLSA Status:

Starting Salary:

Non-Exempt

$21.63 to $22.60

Position Summary: The Administrative Assistant answer inquiries and provide information to the public, customers, visitors, and other interested parties about activities conducted at establishment and location of departments, offices, and employees within the organization.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Answering high call volume.
• Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
• Greet persons entering establishment, decide nature and purpose of visit, and direct or escort them to specific destinations.
• Signing up walk-ins for services.
• Transmit information or documents to customers, using computer, mail, or facsimile machine.
• Hear and resolve complaints from customers or the public.
• Perform administrative support tasks, such as proofreading, transcribing handwritten information, or using calculators or computers.
• File and keep records.
• Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
• Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
• Process and prepare memos, correspondence, travel vouchers, or other documents.
• Receive payment and record receipts for services.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Competencies: To perform the job successfully, an individual should demonstrate the following.

• Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Motivation - Sets and achieves challenging goals. Demonstrates persistence and overcomes obstacles. Measures self against standard of excellence. Takes calculated risks to accomplish goals.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Judgement - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
• Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
• Team Leadership - Fosters team cooperation; defines team roles and responsibilities; supports group problem solving; ensures progress toward goals; acknowledges team accomplishments.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

Required:

• Must be at least 21 years of age

Education/Experience: High school diploma or general education degree (GED); two to four years’ experience in a professional receptionist or office environment; or equivalent combination of education and experience.

• High School diploma or general Education
• 2+ years receptionist experience in progressively challenging positions.
• 2+ years office administration experience in receptionist or assistant position.

Language Ability: Read and comprehend simple instructions, short correspondence and memos. Write simple correspondence. Effectively present information in one-on-one and small group situations to customers, clients and other employees.

Mathematical Ability: Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Compute rate, ratio and percent, and draw and interpret bar graphs.

Reasoning Ability: Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

• Proficiency in MS Office Suite (Word, Excel, Outlook)
• Knowledge of online booking tools a plus.
• Competent with all aspects of ticketing transactions.

Certificates and Licenses:

• None

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

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 regularly required to sit. The employee is frequently required to use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand and move around for work. The employee must be able to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Marsell Benefits:

• Medical

• Vision

• Dental

• 401 (k) - immediate eligibility!

• 401 (k) company matching

• Paid Time Off (PTO)

• Paid Holidays

• Flexible Spending Account

• Life Insurance (Company Paid)

• Voluntary Life Insurance (Employee Paid)

• Employee Assistance Program

• Employee Wellness Day(s)