Administrative Assistant (Bilingual)

Southern New Jersey Perinatal Cooperative•Pleasantville, NJ

9h•$45,000 - $46,500•Hybrid

About The Position

For over 40 years, The Cooperative has been at the forefront of developing innovative strategies in maternal and child health care. We work to improve the region’s health by educating communities, advocating for system improvements, and engaging with stakeholders. The Cooperative is a private, nonprofit 501(c)(3) coalition of healthcare professionals and consumers licensed by the New Jersey Department of Health as the maternal and child health consortium serving the seven counties of South Jersey. The Cooperative is an equal employment opportunity employer. We welcome and encourage all qualified candidates to apply for employment with our agency without regard to abilities, age, race, ethnicities, gender identities, sexual orientations, religious and political beliefs, socio economic status, educational levels, military/veteran status, or any other characteristics. Disclaimer: This job description does not encompass all duties and is not intended to provide an exhaustive list of responsibilities, duties, or tasks. However, it provides a general overview of the job expectations. The Cooperative offers a competitive benefit package: Medical, Dental, Life Insurance Id Theft & Legal Services Pet Insurance Critical Illness and Accident Plan Free AAA Basic Membership Generous Paid Time Off 10 Paid Holidays Staff Development Tuition Reimbursement Employee Assistance Program Flexible Spending Account Dependent Care Account 401K – The Cooperative contributes 4% after one year of work anniversary Our biggest perk “Summer Flex” and Hybrid Work Schedule General Summary: The Administrative Assistant (Bilingual) enhances company effectiveness by providing information management support, assisting visitors, directing messages for staff, and providing clerical support.

Requirements

High school diploma, some college and/or technical training highly desirable
Five years’ professional secretarial experience for managerial/executive staff
Excellent organizational and interpersonal skills
Skilled in all Microsoft Office Products
Good interpersonal and organizational skills
Valid driver’s license, car and current insurance policy
Bilingual (Spanish/English)
Must be able to see to read documents and hear well enough to communicate with others
Must be able to write, type on a computer, and use a telephone
Must be able to operate a motor vehicle
Must be able to lift up to 10 pounds
Additional requirements to be determined with input from Director and HR
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description describes the general nature of the duties and responsibilities of the job. It is not intended to be an exhaustive list or to limit a supervisor’s ability to modify work assignments as needed.

Responsibilities

Supports Absecon-based FCNJ team by aiding with word processing, record keeping, filing, duplication, mailing, routine correspondence and research.
Prepares FCNJ folders, training binders and education materials.
Orders supplies and support with inventory.
Translation for Spanish Speaking Clients.
Support the Meeting Planner when needed.
Supports Absecon-based team providing assistance with word processing, record keeping, filing, duplication, mailing, routine correspondence and research.
Assists visitors by greeting them in person or on the telephone, answering or directing inquiries appropriately, taking accurate messages.
Facilitates internal communications by twice daily check of the in/out boxes for the Absecon-based management team, the prompt handling of items requiring immediate attention, and the careful review and processing of time sensitive faxes for management and team members.
Upon request, transcribes, formats, inputs, edits, retrieves text, data, and graphics utilizing the agency’s word processing and database systems.
Provides basic administrative services to include but not limited to word processing, filing, duplication, mailing, faxing, typing, and research.
Keeps office equipment operational by following manufacturer’s instructions for routine preventive maintenance and arranging for repairs as needed; communicate with staff about equipment failures and repair plans.
Maintains office appearance by keeping public areas, including workspace, neat and clear of clutter and trash as well as the prompt storage/distribution of supplies and deliveries.
Maintains office efficiency by keeping copier and mailing/fax areas stocked with supplies and free of trash/clutter.
Provide incoming requests for transportation to clients by utilizing the Uber platform. Troubleshoot scheduling issues and assist with quality assurance as needed.
Maintains and expands technical knowledge by attending educational workshops.
Provide support when needed to process and arrange employee Travel (Air, hotel, transportation, seminar registration).
Contributes to team effort.
Performs other duties as assigned by Assistant Director, Administration.