Administrative Assistant III

Administrative Assistant III

Join Kings Community Action Organization (KCAO) and make a difference in Kings County, CA. KCAO envisions a future where all people in Kings County are able to live with dignity, have access to available resources and have the opportunity, motivation and ability to live economically productive and satisfying lives.

Our Mission : Working as a team, KCAO will seek and provide programs that develop self-sufficiency in individuals, families, and communities within Kings County.

Our Vision : Kings County residents and communities will achieve self-sufficiency through the high quality and client-focused programs of KCAO.

We are a private nonprofit helping people and changing lives in Kings County since 1965. Do you see yourself as part of our team of passionate, committed, and caring people?

The Administrative Assistant III models outstanding customer service to all stakeholders. Administrative Assistant III works under the supervision of and supports the Administrative Services Director in order to enhance the effectiveness of the Administrative Services Department through a one-on-one relationship. The Administrative Assistant III serves as the primary point of contact for all essential matters pertaining to the Administrative Services Department and is responsible for performing a variety of administrative and operational tasks related to the oversight of daily office operations and acts as a representative of the Administrative Services Director.

Conserves Administrative Services Director's time by tracking and routing correspondence, mail, contracts, grants, and other related documentation.

May draft letters and documents, initiating telecommunications.

Communicates clearly and effectively with the Administrative Services Director regarding organizational needs, appointments and other commitments.

Welcomes guests and staff to the office by greeting them, in person or on the telephone, answering or directing inquiries.

Supporting the Administrative Services Director by scheduling meetings, information sharing, compiling monthly board committee packets and information, and may serve as the Recorder as needed.

Assist in maintaining Administrative Services Director's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Provides administrative support to all Administrative Services areas, including the Finance and Human Resources Departments.

May occasionally provide support to other Administration and Executive Departments as needed.

May submit inquiries or requests regarding personnel action forms on behalf of the Administrative Services Director.

Assist with maintaining records, reports, and logs pertaining to various flow processes as needed.

Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Perform administrative / office work including but not limited to compiling data for reports, preparing reports, composition and typing of correspondence, memos, entering computer data, establishing and maintaining files, and maintaining flow of internal and external correspondence.

Maintain confidence and protect operations by keeping information confidential.

Gather and compile necessary information in anticipation of Administrative Services Director's and department's needs.

Responsible for maintaining a key box that contains select keys for the Administrative Services Department; checks keys in / out to staff as needed.

Maintains the department's spare equipment, such as laptops; checks devices in / out to staff as needed.

Supports Administrative Services team by requesting vehicle check outs, and submitting facilities and IT tickets as needed.

Ensure operation of office equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; evaluating new equipment and techniques.

Prepares purchase requisitions and check requests for the department to ensure prompt payment of financial obligations in accordance with Fiscal procedure(s).

Maintains office supplies for Administrative Services Offices; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies all in accordance with KCAO purchasing policy.

Prepare reports monthly and annually as requested by the Administrative Services Director.

May support Administrative Services Department by assisting with preparations and coordination of meetings, including but not limited to department staff meetings, Employee Orientation, Supervisor Orientation, Onboarding, PHAT Friday, and Financial Advisor meetings with staff.

May serve as a core member of the Annual Celebration of Employees (ACE) event planning committee.

May serve as a department representative and an active member on KCAO committees, such as the Employee Advisory Committee (EAC) and the Safety Committee.

May serve as back-up to provide coverage or coordinate coverage for the front desk reception area.

Recording meetings as requested by the Administrative Services Director.

Maintains professional and technical knowledge by attending educational workshops or training, as applicable.

Attend all necessary meetings and conferences.

Special events and projects assigned.

Perform all other duties as assigned.

A.A degree in Business Administration or related field.

A minimum of two years administrative support experience to a department manager or director; OR High School diploma or (equivalent). AND A minimum of five years administrative support experience to a department manager or director. Travel and attend out of area meetings and conferences as required per the funding source(s). Work variable hours and days, including those outside regular Monday through Friday, 8 a.m. to 5 p.m. business hours. Meet and maintain KCAO hiring requirements which include : Criminal Record Clearance including California DOJ, FBI, Child Abuse Centralized Index (CACI), National Sex Offender Public Website (NSOPW), and the California Sex and Arson Registry (CSAR)(Megan's Law). Health examination with tuberculin clearance. Ability to be contacted outside of regularly scheduled work hours in case of emergency.

Bi-lingual (English / Spanish) is preferred. Customer Service - Basic knowledge of principles and processes for providing high quality customer service through individual, group and community interactions. Editing The ability to check for spelling, comprehension and consistency, and then suggest revisions as needed. Problem Solving - Identifying problems and reviewing related information to develop and evaluate options and implement solutions. Organization - Very strong organization and follow-up skills. Interaction - Ability to interact effectively with entire organizational strata from entry level to senior management, Executive Director, and up through Board of Directors' level to gain consensus and feedback on decisions and initiatives. Prioritization - Ability to multitask and prioritize objectives and tasks daily, as well as mid and long term. Timeliness Responding to requests and other needs in a timely manner; consistently meeting deadlines. Objectivity - Must be able to maintain a sense of objectivity and confidence at all times, particularly when handling sensitive issues. Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology. Computers and Electronics - Knowledge of, electronic equipment, and computer hardware and software, including applications and programming. Attention to Detail Must have good attention to detail skills such as being thorough in completing work tasks accurately. Typing Ability to type 45 wpm on a keyboard. Mathematics Ability to add, subtract, divide, multiply; use fractions, percentages, decimals and basic math. Collaboration Ability to work in a team-based environment to accomplish common goals. Professionalism Ability to maintain professional objectivity in all situations and act in a manner distinguished by high level of character. Adaptability Ability to adapt easily to changing conditions and work responsibilities, including the acceptance of suggestions and ideas from Supervisors, team members and authorities in the field. Transportation Access to reliable transportation is needed, but a personal vehicle is not required.

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 assist qualified individuals with disabilities in performing the essential functions. While performing the duties of this job, the employee is required to : Frequently sit for lengthy periods of time of 6 hours or more per day, with the ability to stand, walk short distances and stretch as needed. Occasionally stand and walk for periods or 2 or more hours per day. Frequent use of hands and fingers to handle or feel objects, tools or controls such as pens to write, and computer keyboard and mouse, requiring repetitive motion of fingers, hand, wrist and arms for lengthy periods of time. Frequently reaching with hands and arms upward, outward and downward. Frequently bend and stoop to access files and documents. Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus, including the ability to use a computer and drive a company vehicle. Communicate through frequent use of telephone and other forms of oral communication throughout the day (also requiring repetitive motion of fingers, elbow and hand). Frequently lift up to 5 pounds from ground level to a height of 60 inches. Occasionally lift up to 30 pounds from ground level to a height of 60 inches. Occasionally ascend / descend one flight of stairs. Occasionally use fingers, hands, arms, legs, feet, eyes and other related body movements to drive a vehicle. Occasionally travel from site to site in all weather conditions as requested or needed. Occasionally walk and stand outdoors for periods up to 2 hours.