Sacramento, CA

Administrative Assistant

Job Title:  Administrative Assistant
Classification: Non-Exempt
Starting Salary:  $21.64 per hour
Full Time
Location:  CLA Office at 400 Capitol Mall, Sacramento
Travel: Up to 40% within California
Reports to:   Operations Manager

Summary:

Under general supervision, the Administrative Assistant (AA) provides administrative support with daily office needs for the supervisor to whom he/she is assigned, and other employees and volunteers as needed.  Support includes but is not limited to administrative and office support, receptionist tasks such as fielding telephone calls, answering inquiries, word processing, creating spreadsheets and presentations, filing and data entry.

Skills and Requirements:

  • Coordinate administrative procedures within the department or unit to which the position is assigned
  • Assist in the planning and logistical functions of an activity, maintaining supplies and materials, scheduling transportation, and arranging for the use of facilities
  • Provide customer support by responding to inquiries, providing updates and requested information regarding the program or service, including review and response to written correspondence
  • Write and distribute email, correspondence, memos, letters, faxes and forms
  • Maintain committee rosters and list serves
  • Maintain and organize calendars of events and/or meetings, coordinate conference calls, distribute and tracks work assignments, as directed, and make travel arrangements
  • Organize and schedule appointments and plan meetings
  • Provide accounting and statistical support, including processing expense reports, check requests and review and preparation for invoice payments
  • Evaluate administrative problems and procedures and may recommend solutions and/or alternative methods of procedures to the appropriate responsible authority
  • Provide administrative assistance to CLA committees
  • Assume responsibility in the preparation of Committee or other similar body agenda items, memoranda, reports or other documents as required
  • Develop and maintain an appropriate filing system
  • Perform other similar or related duties which may not be specifically included within this position description, but which are consistent within the general level of the job and the responsibilities described above

Qualifications: 

  • Possession of high school diploma or equivalent
  • Minimum three (3) years of increasingly responsible clerical experience
  • Computer information systems, including personal computer application, spreadsheet programs and word processing programs
  • Problem identification, analysis and evaluation
  • Research techniques and procedures
  • Coordination and operation of programs
  • Centralized information and data-based record keeping systems
  • Principles of composing correspondence and preparation of minutes, agendas and special reports
  • Obtain a working knowledge of the CLA offices and their functions and a general knowledge of other agencies and their interface with CLA
  • Principles of project supervision and leadership
  • The basic rules of vocabulary, grammar, spelling and punctuation
  • Business math for completing non-technical calculations such as addition, subtraction, multiplication and division
  • Communicate clearly and effectively in person and by telephone
  • Communicate clearly and effectively in writing
  • Obtain and present material in oral and/or written form
  • Accomplished computer keyboarding skills
  • Methods of analyzing and synthesizing the specific policies, programs, projects and procedures to which the position is assigned, as well as how they interact with the general policies, programs, projects and procedures of CLA
  • Workflow and production management principles and techniques
  • Centralized information and data-based record keeping systems
  • Within the introductory period, obtain a working knowledge of CLA and the function of the position to which assigned
  • Assemble data and prepare required reports

Essential Functions:

  • Possess visual capability and digital dexterity to operate a computer and other standard office equipment
  • Make fine visual distinctions upon proofreading written documents and viewing information on a computer screen
  • Digital dexterity to assemble retrieve and replace files
  • Endure constant walking, sitting and standing
  • Regular typing
  • Ability to lift 25 pounds
  • Travel by air and automobile
  • Out-of-town, overnight travel required, up to 40% within California

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