/

Administrative Assistant I (Bay Area)

San Francisco, United States

Position Title

Administrative Assistant I (Bay Area)

Job Type

Full-Time

Classification

Non-Exempt

Grade

NE8 (17.53 - 24.54)

Department

TANF Sites

Supervisor

Position Summary

Under direct supervision the Administrative Assistant I performs a variety of administrative duties and tasks. Maintains confidentiality of all privileged information.
Minimum Qualifications
  • High School Diploma or GED plus two years administrative or secretarial experience; or equivalent combination of education and experience.

  • Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.

  • Must be able to be insurable by the Tribe’s Driving Policy.

  • Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

  • Preference will be given to qualified Native American Indians.

Essential Duties & Responsibilities
  • Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.

  • Screens incoming calls and correspondence; exercises judgment and responds accordingly.

  • Records and delivers messages or transfers calls to voice mail when appropriate.

  • Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.

  • Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.

  • Maintains financial records; processes accounts payable, purchasing and travel documents.

  • Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.

  • Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.

  • Assists with scheduling of events and activities.

  • Compiles participant lists for a variety of programs being offered by the program.

  • Assists with program activities as needed and assists with intake appointments with potential clients.

  • Performs database input.

  • Schedules appointments for case management staff and completes intake appointments with new clients.

  • Assists in creating files for new clients and maintains records of contacts.

  • Provides benefit information for which a client is eligible as needed.

  • Prepares and issues receipts for payments.

  • Establishes and maintains an effective filing and retrieval system.

  • Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.

  • Photocopies, collates, distributes, and files documents.

  • Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.

  • Maintains inventory of office supplies.

  • Maintains a log for vendor expense.

  • Receives, sorts, logs, and routes mail.

  • Attends meetings and takes minutes as requested.

  • Performs errands for the Site Manager as needed.

  • Performs other duties as required.

Knowledge, Abilities, Skills, and Certifications
  • High School Diploma or GED plus two years administrative or secretarial experience; or equivalent combination of education and experience.

  • Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.

  • Must be able to be insurable by the Tribe’s Driving Policy.

  • Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

  • Preference will be given to qualified Native American Indians.

Physical Demands
  • While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment
  • Work is generally performed in an office setting with a moderate noise level.