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The specific applications required are listed after each position description and can be downloaded and completed, or you may call 544-6911 to have one mailed to you. If you have specific questions regarding employment, email our Human Resource Department.

Temporary - Bilingual Administrative Assistant Deadline: 3/1/2012

Department: Administration
Program: Administration
Time Factors: Temporary
Starting Salary: $11/50-$13.50

Overview

SUMMARY OF THE POSITION:  The Temporary Bi-Lingual Administrative Assistant provides administrative support for the agency Human Resources department and serve as the initial point of contact for new clients requiring services. Collaborates in the systematic application of administrative/program support. Assists in the maintenance and monitoring of documentation, department production, both, working independently and cooperatively with frequent interruptions. Proficiency in oral, written and verbal translation of Spanish/English required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as a key agency information resource person for staff and the public; answer and/or refer questions to appropriate staff person.
• Act as part of the Administrative and Human Resources support team: answering phones, emails, filing, and completing data entry tasks.
• Monitor written program updates and bulletins, as needed, using a collaborative approach to writing and distribution.
• Assist with HR special projects such as HR metrics, employees benefit cost verifications, compliance implementation and employee communications.
• Maintain office files, A/R log and tenant receivables.
• Operate duplicating equipment and compile materials for distribution; schedule routine and as-needed maintenance of office machines.
• Maintain administrative meeting rooms and oversee general order and appearance of the front desk and admin back office.
• Maintain Office Supply Inventory and write purchase requests as needed.
• Assist with tracking and monitoring of supply expenses, writing purchase order requests as needed.
• Assist in preparing materials for and scheduling new employee orientations with the Human Resources Director.
• Monitor administrative documentation such as procedures manuals, policies, procedures monthly reports for accuracy and timeliness.
• Provide human resources support with complete confidentiality and discretion.
• Use oral and written Bilingual skills in performing daily tasks and activities.
• Translate documents from English to Spanish and from Spanish to English.
• Assist in verbal and written communications with Spanish-speaking persons.
• Use oral and written bilingual (English/Spanish) skills in performing daily tasks and activities.
• Support recruiting activities under the direction of the Human Resources Director.
• Assist in the completion and maintenance of files for programs and Human Resources.
• Use various software programs as required including, word processing, spread sheets and publishing.
• Participate as a team member with programs by using established email and interpersonal communication processes to add value.
• Other related duties.

WORK ENVIRONMENT:

The work environment is in an office setting. 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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is regularly required to sit at a desk and frequently use a computer. The employee is occasionally required to stand; walk; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee may spend extended lengths of time standing while using such office machines as a copier or duplicating machine and / or while filing. The employee spends approximately 95% of the time writing and/or keyboarding.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

I acknowledge and accept this job description and I understand that other duties and responsibilities can be added or changed as needed by the program director.  Significant revisions to the job description should be done no later than the time of annual evaluations as needed.

Requirements

• Associate in Art degree required.
• Previous non-profit experience preferred.
• Previous Human Resources department experience a plus.
• Prior to beginning work, must be able to pass the Community Care Licensing criminal record clearance.
• Must be bilingual in English and Spanish both oral and written.
• Strong oral, written communication, interpersonal and teamwork skills needed.
• Must be detail conscious, and have good organizational skills.
• Intermediate knowledge of and ability to use a PC on a network.
• Intermediate ability to use such programs as: Word, Excel, Outlook, Publisher, and PowerPoint.
• Knowledge of and sensitivity to culturally diverse groups and persons from low-income families.
• Ability to effectively present information and respond to questions from staff, clients, and the public, sometimes handling people under stressful circumstances. 
• Intermediate ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals, and percentages.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Demonstrated knowledge of and ability to successfully use telephone switchboard, copier, fax, calculator.
• Intermediate ability to calculate figures and amounts, write purchase requests, use spread sheets.
• Must have a valid California Driver's License and properly insured vehicle.

Preferences

To Apply
Please submit the following applications:

• General employment application

Position posted on 02/06/12, last updated on 02/06/12