Job description

The Administrative Assistant will be responsible for handling and screening all incoming calls and visitors and directing them to the appropriate department or taking detailed messages while providing excellent customer service. The Administrative Assistant will work directly with staff and clients to maintain an organized office communication and activities on a day-to-day basis.

KEY RESPONSIBILITIES:

Essential Duties and Responsibilities include, but are not limited to the following:

• Answers multiple phone lines, discerning the caller’s needs and transfers call to appropriate staff or takes messages as required

• Manages the reception area to ensure effective and timely telephone and mail communications, both internally and externally, to maintain professional image

• Maintains office areas and equipment (copier, fax machine, etc.)

• Requests and coordinates kitchen and office supplies, furniture, office equipment, etc. for office staff in accordance with company purchasing policies and budgetary restrictions

• Ensures that the office environment is well maintained for daily operation by submitting service requests to building maintenance/ management or by working with external vendor(s) when applicable

• Distribute, scan and email mail

• Arranges the shipment of all outgoing mail

• Serves as point person for organizing all large mailings

• Resolves various front office issues and complaints

• Organizes conference rooms after meetings to maintain order and cleanliness

• Serves as a point of contact for staff and building management for the safety and operations of agency’s office suite

• Responsible for updates to team on insurance and contract agreement revisions, new codes, modifications and requirements

• Assists with office supplies inventory management and requests.

• Maintains an Excel expense report by department of office supplies purchased

• Orders supplies for staff with manager’s approval

• Maintains a monthly spread sheet supplies inventory and reports shortages to the manager

• Runs errands to buy supplies for luncheons for clinic meetings and training

• Monitors cleanliness and functionality of the office space. Provides set-up for all meetings request that are held in the conference rooms. Organizes and maintains supplies inside the conference rooms. Organizes and maintains the agency’s hospitality area used as kitchen space by conducting a weekly inventory of coffee, tea, cups, etc. and orders supplies as needed

• Provides support to multiple departments to assist with special projects as needed

• Greets and direct visitors and staff with a high level of customer service

• Provides general information to callers and visitors

• Maintains conference rooms, reception and kitchen areas

• Maintains schedule for conference rooms, employee absences and out of office events

• Handles daily conference room service and assists with meeting and office event planning

• Ensures reception area is tidy and presentable

• Answers, screens and forwards incoming phone calls using the ARC console (in applicable offices)

• Provides basic and accurate information in-person and via phone/email

• Maintains office security by following safety procedures and controlling access via the reception desk (monitor sign-in sheet/electronic logbook, issue visitor badges)

• Keeps updated records (includes receipts) of office expenses and costs, when applicable

• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing (in applicable offices)

• Makes coffee for the client-based kitchen

• Processes office supplies and furniture, office equipment, etc.

• Manages conference room reservations and organizes all aspects for meetings

• Arranges and coordinates meetings for CEO, HR Director, and RMs as requested

• Other general administrative duties as needed

Qualifications

• High school Diploma

• Must speak Spanish

• Customer service background essential

• Tact, diplomacy, confidentiality, and relationship building are a must

• Ability to work in fast-paced environment; ability to prioritize and re-prioritize tasks

• Excellent interpersonal skills, pleasant phone manner, typing ability (data entry), and familiarity with Word and Outlook are required

• Ability to lift and move boxes, furniture up to 40 pounds

• Working knowledge of mail processes such as postage machine, Federal Express and UPS

• Good Planning and organizational skills

• Well-developed interpersonal and communication skills

• Professional appearance and manner

• Computer literacy, specifically MS word for windows

• Minimum 1-year relevant experience

• Capacity to deal with ambiguity

PHYSICAL/MENTAL DEMANDS:

• Combination of sitting, standing, bending, light lifting and walking.
• Requires a full range of body motion including manual and finger dexterity and hand-eye coordination
• Requires corrected vision and hearing to a normal range
• Requires the ability to manage stressful situations
• Occasional stress from varying demands

ESSENTIAL FUNCTIONS:

• The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Hearing.  Perceiving the nature of sounds at normal speaking levels with or without correction.  Ability to receive detailed information through oral communication and to make discriminations in sound

• Sedentary Work.  Sedentary work involves sitting most of the time

• Visual Acuity.  The employee is required to have close visual acuity to perform an activity such as:   preparing and analyzing data; viewing a computer screen, extensive reading

• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms.  The employee may be required to periodically stand, walk, sit, stoop, kneel, or crouch.  The employee may be required to occasionally climb or balance

• Must have the ability to engage in the physical aspects of approved restraint training

• The employee must occasionally lift and/or move up to 20 pounds, and infrequently up to 40 pounds

• The noise level in the work environment is usually moderate

CARE is an Equal Opportunity Employer and is committed to fostering diversity within its staff.

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Sacramento, CA 95831: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Required)

Language:

• Spanish (Required)

Work Location: One location

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