SENIOR OFFICE ASSISTANT

Neighborhood House Association•San Diego, CA

23d

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)
Medical and dental benefits are provided to regular employees who work a minimum of 30 hours per week.