Administrative Assistant, ProjectLIFE/LIFESPRING

North County Lifeline•San Marcos, CA

12d•Onsite

About The Position

Under the supervision of the Associate Director, this role provides administrative support in scheduling, data entry and maintenance, and desktop publishing. It lends administrative support to the Director and Associate Director of Programs, and is responsible for clerical work and managing office responsibilities. The position requires continual attention to detail in composing, typing and proofing materials, reports, establishing priorities and meeting deadlines. This position also provides administrative support and performs duties necessary for the daily operations of Project LIFE and Lifespring. The candidate must be proficient in necessary applications, experienced in multi-tasking, and understand the necessities of confidentiality. This role is responsible for and provides clerical assistance to program staff members.

Requirements

BA in business or related field preferred and two years administrative experience in data collection and entry
Ability to think critically and address crisis situations as they arise; excellent problem solving skills
Experience in data collection and entry, and processing and analyzing statistical information
Ability to type 45 words per minute
Accurate spelling, grammatical usage and excellent communication skills
Superior knowledge of MS Word, including strong formatting skills
Good working knowledge of Excel, Outlook, ETO, and other current software as necessary
Must be able to work accurately in a timely manner with little or no supervision.
Ability to work well with others
Must have neat appearance and dress appropriately for an office environment
Must have a pleasant voice and manner
Bilingual Spanish helpful but not required
Valid driver's license, auto insurance, and reliable transportation. Incumbent may need to use his/her personal vehicle in the course of employment
Successful completion of multi-state criminal background check, TB, and Drug test

Nice To Haves

Bilingual Spanish

Responsibilities

Type and design general correspondence, memos, charts, tables, graphs, and documentation including reports, meeting agendas and minutes, forms, and flow charts, ensuring accuracy and clarity of the final copy.
Assist the Program Manager, Associate Director, and Director with scheduling meetings, agenda preparation, composing meeting minutes, set-up, correspondence, and reports.
Maintain office files and establish, develop, and maintain a filing system, retrieving information from files when needed and organizing systems for hard copy and electronic files.
Assist with the review of documentation and billing packages, analysis of data, and recording and preparing program statistics for contract reports to ensure quality, accuracy, and timely submission.
Maintain contract files in good order, filing all documentation in a timely manner and archiving records as appropriate.
Perform data input/management utilizing Microsoft Excel or other data management software.
Maintain Client Data and Program Statistical Tracking Logs.
Assist with the collection of data from multiple source documents to create collective reports on program outcomes.
Assist in the timely reporting of program statistics to funding sources.
Assist with the training and educating subcontractors.
Process MIS user access requests for new hires and intern/volunteer staff.
Provide program admin orientation for new hires and intern/volunteer staff.
Assist with the review and processing of subcontractor intake packets.
Operate a variety of office machines including computers, fax machines, copiers, presentation projectors, laptops, and laminators.
Order and maintain office supplies, brochures, and forms.
Participate in staff meetings, trainings, and other required agency and community meetings.
Work independently on special projects as instructed by the Data and Outcomes Coordinator, Associate Director, or Director of Behavioral Health.
Provide reception coverage at any Lifeline location (as needed).
Perform all other duties as assigned.