An Administrative Assistant manages and maintains official records and executes administrative policies determined by or in conjunction with other officials. The responsibilities of the Administrative Assistant position include, but are not limited to, opening, routing and responding to correspondence, answering the telephone and routing/taking messages, as well as providing high-level general clerical support to the lead manager and assigned supervisor.
Secondary duties will include various special projects related to the events and activities in which the organization or lead manager is involved.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING: (This is not an exhaustive list)
- Greets all visitors/clients and assists them with questions and appointment needs
- Utilizes computer hardware and software to produce documents.
- Turn in reports and plans in a timely manner.
- Reads and routes incoming mail.
- Organizes and maintains file system, and files correspondence and other records.
- Answers and screens telephone calls, and arranges conference calls.
- Coordinates legal staff’s schedule and makes appointments.
- Greets clients/visitors and conducts to appropriate area or person.
- Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
- Makes copies of correspondence or other printed materials.
- Prepares outgoing mail and correspondence, including e-mail and faxes.
- Ensures office environment is sanitary and organized.
- Orders and maintains supplies, and arranges for equipment maintenance.
- Collect service fees from clients.
- Collect monthly financial information from staff for processing (credit card vouchers, mileage reports, expense reports, etc.).
- Coordinates membership intake, dues, and materials.
- Makes daily deposits.
- Other tasks as needed
- A strong commitment to social justice and the immigrant rights movement;
- Excellent oral and written communication skills;
- Experience working in immigrant communities, communities of color, and low-income and working class communities;
- Experience with social media e.g. Facebook, twitter;
- Spanish language fluency (reading/writing/speaking); Must be bi-literate English/Spanish.
- Ability to manage multiple projects in a fast-paced environment;
- Proven ability to effectively work as part of a team;
- A “Sí, Se Puede” attitude