Administrative Assistant

Pinal Gila Community Child Services•Casa Grande, AZ

1d•Onsite

About The Position

The Administrative Assistant provides clerical support for day-to-day office operations at the Administration Office and agency sites. The role includes operating the phone system, covering the front desk, organizing and verifying information, performing data entry and accurate mathematical computations, and supporting departments and the executive team. The position also contributes to event and professional development planning, purchasing administration, records management, office supply monitoring, and communication across the agency. The employee may perform other tasks and duties as assigned.

Requirements

High school diploma or GED from an accredited institution.
Experience with phone system operation, front desk coverage, and clerical support.
Intermediate computer, Microsoft Office, and clerical skills.
Arizona driver's license, proof of insurance, fingerprint card, and Social Security card; must provide a vehicle for program business.
Health questionnaire required at hire and updated every three years.
Meet agency, state, and federal immunization requirements or have an approved exemption on file.
Ability to read, write, and understand English.
Knowledge of Head Start Program Performance Standards.
Knowledge of office administration practices, recordkeeping, and purchasing/procurement procedures.
Strong oral and written communication skills with staff, coworkers, the public, and vendors.
Ability to use technology tools and software effectively and accurately, completing required tasks with minimal errors.
Ability to work effectively in an office setting and manage multiple administrative priorities.
Ability to maintain confidentiality of agency information at all times.
Ability to demonstrate or understand the DCS reporting system and signs and symptoms of child abuse and neglect.
Experience is required to perform the essential functions of the job.
Ability to meet the stated physical requirements, with or without reasonable accommodation, including lifting and moving objects up to 10 pounds and occasionally up to 50 pounds.

Nice To Haves

Associate degree or Associate of Applied Science in Business Management or a related field.
Advanced computer, Microsoft Office, and clerical skills.

Responsibilities

Greet, assist, and direct visitors courteously.
Receive and disseminate messages and faxes accurately, including confidential information.
Assist departments and sites with data entry, scanning, and daily office duties.
Assist with events and professional development planning.
Assist with formatting and developing forms.
Assist departments with filing sensitive documentation and perform other assigned duties.
Maintain and post information on agency calendars and internal and external bulletin boards.
Maintain conference room scheduling for meetings.
Maintain cleanliness of the front office and keep equipment operational according to manufacturer instructions.
Retrieve, forward, and update voicemail; transfer calls as appropriate.
Inventory, purchase, and monitor office and cleaning supplies, including Safety Data Sheets and first aid kits.
Provide copying and laminating for the agency, including annual Start-Up materials.
Process electronic requisitions and verify coding accuracy for program, region, and department.
Receive orders and open agency mail for appropriate distribution.
Provide administrative support to the executive team and departments, including scheduling, correspondence, and document preparation.
Keep procedures for purchasing and other duties updated in the desk manual.
Prepare years-of-service certificates and agency occasion cards.
Maintain stock in administration breakrooms and restrooms.
Perform rapid and accurate mathematical computations for purchasing transactions.
Use virtual platforms to facilitate communication and collaboration.