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Administrative Assistant

Company: Lilliput a part of Wayfinder Family Services
Location: Citrus Heights
Posted on: November 23, 2021

Job Description:

Job Title: Administrative Assistant - Citrus HeightsReports To: Administrative Services ManagerFLSA Exemption: Non-ExemptOUR MISSION:Lilliput exists to ensure every child has the opportunity to be part of a safe, nurturing, lifelong family.POSITION SUMMARY:The Administrative Assistant performs a variety of skilled administrative and clerical duties in direct support of the main office while performing a variety of centralized agency wide supports.PREREQUISITES:

  • Must have at least 2 years of office/clerical work experience. Experience in a Social Services setting is preferred.
  • Experience with the dynamics of kinship, foster, and adoptive families and special needs children preferred.
  • Must meet all required health screening and criminal record clearances and possess a valid California driver's license, insurance and acceptable DMV record.ESSENTIAL FUNCTIONS:General
    • Greets visitors and takes telephone calls, refers visitors and callers to appropriate staff or offices. Provides general information concerning rules, procedures, policies and philosophy of the organization.
    • Types correspondence and other materials from rough draft or copy. Composes and types routine letters independently. Proofreads all materials prior to submission.
    • Shreds confidential documents when no longer needed in the filing system, according to agency policy.
    • Receives, opens, date-stamps and routes mail. Addresses and processes all outgoing mail.
    • Responsible for multiple tasks to ensure the smooth operation of the office including but not limited to: ordering supplies, operating a variety of standard office machinery and maintaining inventory of office supplies, books, food and beverages.
    • Follow protocol when confidential information is handled in a professional and confidential manner.
    • Assists in the coordination, planning and execution of events and agency functions.
    • Ensures all CCL requirements/protocols are followed daily adhering to facility checklist due dates monthly
    • Travel using personal vehicle for agency business as necessaryCentralized Functions, Databases, Tracking:
      • Accounts for a variety of documents for tracking purposes, program attendance, telephone inquiries, training events, purchasing/returns and generates reports as necessary by program.
      • Assists in the coordination, organization and logistical support of ongoing groups and program activities such as, arranging meeting space, confirming attendance and providing additional support as needed.
      • Tracks all requests via excel complying with pre-determined deadlines
      • Performs centralized functions (internal and external print requests, Family Finding Letters, ongoing trainings)
      • Assists w/playcare as needed
      • Other duties as assignedQUALIFICATIONS:Required to have the following skills:
        • Must be proficient in Microsoft Word, Excel, Outlook, and Publisher.
        • Minimum typing speed of 55 WPM.
        • Mastery of the English language including the ability to edit and ensure grammatical correctness of written materials in English.
        • Required to communicate effectively both verbally and in writing with supervisors, employees and the public.
        • Strong listening skills.
        • Problem solving with the ability to assess a child's needs and report concerns to supervisors.
        • Demonstrated patience and flexibility when working with children.Required to have the ability to:
          • Must demonstrate a working ability with basic filing systems, computers, and use of office equipment.
          • Ability to relate and work with persons of diverse culture and/or economic background.
          • Must be able to lift 30 lbs.ADMINISTRATIVE ASSISTANT - How You Will HelpIn this role as an ADMINISTRATIVE ASSISTANT, you will have excellent time management skills with the ability to follow through to completion on all tasks with minimal supervision. In addition to the ability to use available resources for problem solving.
            • Greet visitors and takes telephone calls, refers visitors and callers to appropriate staff or offices.
            • Provide superior customer service and value added, timely responses to requests.
            • Scheduling and coordinating meetings and materials.
            • Assist supervisor in a variety of administrative detail matters.
            • Remain current and involved in day-to-day programs, administrative, facility and general business operations of the agency.
            • Serve as a key member of the Citrus Heights Administrative support team leading and performing a number of centralized functions.A successful ADMINISTRATIVE ASSISTANT under the direction of the Administrative Services Manager, should be an experienced Administrative professional who is a motivated, quick learner who can work independently and prioritize a full workload.ADMINISTRATIVE ASSISTANT - You Must Have
              • Demonstrated proficiency in Microsoft Office products.
              • Superior customer service is paramount.
              • Interpersonal Skills-maintains confidentiality, remains open to others' ideas and exhibits willingness to try new things.
              • Planning/organizing-prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
              • Adaptability-adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
              • Required to communicate effectively both verbally and in writing with supervisors, employees and the public.
              • Maintain sensitive and confidential information.
              • Problem solve-identifies and resolves problems in a timely manner and gathers and analyzes information skillfully Ability to relate and work with persons of diverse culture and/or economic background.
              • Ability to work independently or with a team on assigned tasks as well as accept direction on given assignments.
              • Mastery of the English language including the ability to edit and ensure grammatical correctness of written materials in English.
              • Ability to occasionally alter schedule to accommodate playcare needsADMINISTRATIVE ASSISTANT - You Might Have (Desired, Not Required)
                • Bilingual (Spanish)
                • Experience working with children and families in child welfare.
                • Post high school degree in appropriate field desired.PPE (Personal Protective Equipment)At Lilliput, safety is our #1 concern for both our staff and our clients. We are going above and beyond the recommendations of the CDC because we at Lilliput feel it is important to provide our staff the best and safest equipment possible.Compensation and Benefits:
                  • Competitive salary (DOE)
                  • Health, Dental & Vision Insurance
                  • Life Insurance
                  • Long Term Disability
                  • Long term Care
                  • Flexible spending benefit options including qualified transportation
                  • 401(K) retirement plan with a 4% employer match after qualification
                  • Generous Paid Time Off
                  • 11 Paid Holidays
                  • Education Assistance ProgramMust be fully vaccinated for Covid-19 (exemptions or accommodations will be considered for medical reasons or religious belief/practice.). Lilliput will consider candidates who can present evidence of completion of a one-dose vaccine regimen or first dose of a two-dose vaccine and proof of appointment for second-dose vaccine regime on or before employment start date.You must meet all health screening, drug testing and background investigation clearances, as well as possess a valid driver's license, insurance and have an acceptable DMV record and reliable transportation.In order to accommodate the schedules of some families, this position requires availability in evenings and Saturdays and some flexibility on schedule changes.LEARN ABOUT LILLIPUT A PART OF WAYFINDER FAMILY SERVICESLilliput a part of Wayfinder Family Services is Northern California's premier domestic Child Adoption, Kinship and Placement Organization, serving families from approximately 30 counties. Last year alone, we successfully found lifelong homes for more than 500 children. Wayfinder is an inclusive Equal Opportunity Employer that considers applicants without regard to gender, gender identity, sexual orientation, race, ethnicity, disabled or veteran status.Since we opened our doors in 1980, we have helped over 9,500 children in foster care find their life long families.Headquarters:8391 Auburn BlvdCitrus Heights, CA 95610Lilliput a part of Wayfinder Family Services has achieved accreditation through the Council on Accreditation (COA). This means our programs, services, administration, and management have been rigorously evaluated and meet best practice standards.Visit us on the webhttps://www.lilliput.org/

Keywords: Lilliput a part of Wayfinder Family Services, Citrus Heights , Administrative Assistant, Administration, Clerical , Citrus Heights, California

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