Administrative Assistant

AAA • Long Beach, CA

18h • Onsite

About The Position

This position provides a wide variety of clerical and administrative support to staff of assigned department and/or management. Performs secretarial and clerical duties within established guidelines. May answer incoming telephone calls, prepare a variety of correspondence and reports, maintain office supplies, perform file/record maintenance, and make appointments. Performs work under general supervision. This is an enterprise-wide role and specific duties and estimated percents of time spent on each duty may vary depending on the department, business unit, and/or manager the employee is assigned to. For business units that are member facing, this role may also include member service transactions and notary (if applicable).

Requirements

• High School GED
• 1-3 years Office Administration
• Proficiency in Microsoft Office software products, including Outlook, Word, and Excel required
• Moderate skill in using general office equipment required
• Moderate verbal, telephone and written communication skills required
• Moderate organizational skills required
• Ability to prioritize and multi-task, while maintaining a high level of detail and accuracy

Nice To Haves

• Additional computer software skills such MS Project and Publisher desired
• General knowledge of applicable ACSC computer programs preferred
• Additional business unit specific knowledge/skills/competencies requirements may apply

Responsibilities

• Preparing reports, spreadsheets and memos for department staff and/or management
• Composing, typing and proofing correspondence, reports and forms
• Balancing cash drawers
• Posting ledgers
• Resolving overages/shortages
• Managing Accounts Receivables
• Transcribing notes, as well as prepare and distribute minutes from various meetings
• Answering telephone inquiries and screen or transfer calls to appropriate party
• Taking messages as appropriate
• Responding to routine incoming mail inquiries and receive direct visitors
• Maintaining office filing systems
• Updating and maintaining records which may include databases or other computer records
• Processing information of a confidential or technical nature
• Performing administrative duties to support the department and its staff
• Issues relating to facilities, employees, Kronos timekeeping, supplies, safety, etc.
• Monitoring the operating condition of all office equipment
• Monitoring inventory of office supplies and equipment
• Placing supply orders as necessary
• Assisting in performing bookkeeping duties, including tracking of payments and invoicing
• Facilitating communication between office staff, field representatives, vendors, or members/customers
• Member service functions such as reception, call handling, etc. (if assigned to a member facing business unit)

Benefits

• Health coverage for medical, dental, vision
• 401(K) saving plans with company match AND Pension
• Tuition assistance
• Floating holidays and PTO for community volunteer programs
• Paid parental leave
• Wellness programs
• Employee discounts (membership, insurance, travel, entertainment, services and more!)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED