OFFICE ASSISTANT II

Neighborhood House Association•San Diego, CA

9d•Onsite

About The Position

Under general supervision of the Area Director, or designee, performs a wide variety of routine to moderately difficult clerical support functions, including greeting visitors in person and by telephone, data entry and records management duties; types a variety of correspondence, documents, reports and other materials requiring skilled word processing; and performs related duties as assigned.

Requirements

Knowledge of office administration practices and procedures;
Knowledge of correct English usage, including spelling, grammar and punctuation;
Knowledge of NHA and section rules, policies and procedures applicable to assigned areas of work;
Knowledge of recordkeeping and filing practices and procedures;
Knowledge of word processing, spreadsheet and other standard business software;
Knowledge of records management practices and procedures;
Ability to operate a computer terminal and/or computer using word processing, spreadsheet, database and other standard business software;
Ability to operate standard office equipment;
Ability to type accurately at a speed necessary to meet the requirements of the position;
Ability to organize, set priorities and exercise sound independent judgment within areas of responsibility;
Ability to organize and maintain office and specialized files;
Ability to communicate clearly and effectively orally and in writing;
Ability to understand and follow written and oral instructions;
Ability to prepare clear, accurate and concise records and reports;
Ability to use tact, discretion and courtesy in dealing with officials, the public and others encountered in the course of the work;
Ability to establish and maintain effective working relationships with NHA managers, employees and others encountered in the course of work;
Some positions require the ability to perform high-volume data entry accurately and at a speed to meet established production standards.
Graduation from high school or G.E.D. equivalent and three (3) years’ office clerical or secretarial experience; or an equivalent combination of training and experience;
Type at a minimum of 40 words per minutes;
Experience may also be obtained through vocational training such as ROP, etc.
Must have a valid California driver’s license.
Certification in pediatric first aid and CPR must be met within 90 days of employment.
Must meet and maintain state law and county licensing requirements regarding employment in a childcare center (fingerprints, TB, physical, immunizations).

Responsibilities

Types, formats, edits, revises, proofreads and prints notices, reports, correspondence, memoranda, transmittal sheets, statistical charts and other documents;
Types from rough notes, drafts and brief oral instructions;
Composes routine correspondence;
Edits and revises materials on diskette;
Creates and maintains databases of records, lists and projects;
Creates standard statistical spreadsheets;
Designs and revises routine to moderately difficult forms, charts and graphs;
Operates a computer and performs word processing and / or data entry in accordance with standard procedures and computer software requirements;
Verifies the accuracy of materials produced and / or input data;
Generates reports and documents;
Operates a variety of standard office equipment;
Provides secretarial and general office support services for managers, supervisors and staff;
Schedules meetings and makes meeting arrangements;
Prepares and distributes agendas and minutes;
Collects data, compiles required information and types standard agreements and contracts for approval, signature and execution;
Maintains a variety of standard office and specialized records and files;
Prepares manuals, computer logs, and files;
Summarizes information and prepares routine reports;
Picks up and distributes incoming mail;
Opens, logs and routes incoming office mail and stuffs, sorts and prepares outgoing mail; also mails requested materials and documents;
Retrieves, delivers and sends faxes;
Acts as receptionist for an assigned unit or office, and answers, screens and refers telephone calls, takes telephone messages;
Assists clients and others in person and/or by telephone;
Responds to questions and complaints in a professional manner;
Copies, compiles and distributes documents and materials;
Sorts, codes, cross-references, duplicate and file a wide variety of records and documents;
Pulls files upon request and makes new file folders;
Retrieves, duplicates and distributes copies of records;
Creates and maintains chronological files;
Maintains up-to-date file listings, indexes and cross-references;
Monitors and maintains inventories of standard office supplies and materials;
Types purchase requisitions and check requests;
Operates a variety of standard office equipment;
Performs miscellaneous clerical and secretarial tasks;
Troubleshoots and performs minor maintenance on duplicating equipment and other office machines;
Submits requisitions for duplicating equipment supplies, repairs and services;
All other duties as assigned.

Benefits

15 Holidays Days
401(K) Retirement 6% Match
Paid Vacation and Sick Leave
Tuition Reimbursement up $2,500
2 Personal Days
Group Medical, Dental and Vision Insurance
Agency-Paid Life Insurance and Long-Term Disability Insurance
Live Well Program
4 Paid Days Annual Bereavement (Note Total of 5 days of bereavement leave per loss)
Health and Dependent Care Flexible Spending Account (FSAs)
Voluntary Benefits: Life and AD&D Accident, Short-Term Disability, and Critical Illness Insurance
Free Employee Assistance Program (EAP)