Job Summary
Provides advanced level customer service to internal or external customers by performing a variety of complex administrative support activities which contribute to efficient office operations and require a thorough understanding of department and County programs and procedures. The Office Assistant II classification is distinguished from the Office Assistant I by performance of work requiring more independent judgment; volume and complexity of guidelines used which require a greater degree of interpretation and interpolation by the incumbents; and the amount and level of material to be learned being substantially greater, thereby increasing the time required of the incumbent to learn the duties. While both the Office Assistant I and II are expected to interact with and service customer needs, the Office Assistant II is expected to respond to more varieties of situations requiring a more detailed understanding of the department processes and operations. Additionally, the Office Assistant II is distinguished from the Office Assistant III classification by the responsibility to perform less complex and comprehensive administrative support duties. A variety of moderately difficult to complex tasks are performed within generally defined procedures and are reviewed periodically for accuracy, adherence to established policies and procedures, quality and thoroughness. Work is performed under general supervision and assistance is readily available from either specialist(s) or supervisor(s). This classification is expected to function independently in daily tasks. The Office Assistant II is required to use judgment on non-routine matters. Problems are identified and solved and unusual/complex problems are referred to a supervisor or specialist. Typically supports department staff and upper-level management.
Qualifications
Education and Experience
Two years of experience, with limited task supervision, emphasizing or including intensive public contact, customer service, interpretation and explanation of regulations and involving general office work processes and use of modern office technology. In those positions requiring typing, the incumbents must, upon entry into the position, be able to type at a rate of no less than 55 words per minute. May be required to possess or obtain a valid motor vehicle operator’s license.
Other combinations of education or experience, which would demonstrate the ability to perform the work, will be considered.
In some positions, the incumbent may be required to posses or be able to obtain a valid motor vehicle operator’s license.
Some positions require or prefer certain bilingual skills.
Knowledge of: general office procedures and practices of the specialized functions, policies, and procedures of the work unit; spelling, capitalization, punctuation and rules of grammar, and of the formats and clerical procedures used in performing the work; filing and record-keeping procedures; applicable laws, county codes, ordinances, and policies governing the work of the department and assignment; business English; PC computer applications such as word processing, spreadsheets and data bases; basic bookkeeping and/or cashiering methods and practices as required by the position.
Ability to: operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines; apply sound judgment in making decisions independently in accordance with established policies, procedures, and regulations; effectively maintain harmonious relationships with customers, including co-workers; diffuse difficult or highly charged situations; follow oral and written instructions; communicate effectively orally and in writing; learn assigned clerical, typing and/or stenographic tasks readily; and adhere to prescribed office routines; establish and maintain harmonious working relationships with other employees and the general public; maintain a neat personal appearance and courteous attitude toward the public and fellow employees, even under stressful and unpleasant situations; sit or stand for long periods of time while performing routine and repetitive functions.
SELECTION PROCESS
If you wish to upload a resume or other documents: Resumes and documents must be attached together in the ‘Resume Upload’ section of the application. Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application.
Application Review (Pass/Fail) – An online application is required. Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Practical Exam (Pass/Fail) – This recruitment may require a practical exam which will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Oral Interview – The interview will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Top candidate(s) will continue in the process.
Employment References will be conducted for the final candidates and may include verification of education.
It is the general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression.
Local 307 position. First review date: April 10, 2024. This recruitment may close at any time on or after the first review date.
Examples of Duties
KEY OR TYPICAL TASKS AND RESPONSIBILITIES
Provides customer service and/or reception support to internal and external customers
Provides information to the public or other employees by phone or in person to ensure compliance and an understanding of the agency rules, regulations, or functions; listens to questions and explains procedures according to agency guidelines or refers clients to appropriate source.
Greets visitors and directs them to the proper person or section; responds to routine inquires by phone or face to face; fulfills requests for publications or office supplies; makes necessary arrangements for travel and prepares travel vouchers for staff.
Performs counter work; receives and processes a variety of forms and applications, determines regulatory or procedural compliance; computes or verifies data, fees or payments; assists in the completion of forms or documents; and researches governing directives to answer questions and resolve routine problems encountered. Provides information and explains departmental procedures in response to questions raised by the public served. Issues documents such as licenses, permits, registrations and receipts.
Provides the full range of administrative support using computer software skills
Uses computer software applications and equipment to prepare and complete forms, memos, reports, text and correspondence for managers or supervisors from rough draft, dictation equipment, handwritten copy or oral instruction. May use standard electronic typewriter for completion of forms.
Effectively operates complex equipment and office machinery which may include computer PC applications, printers, programmable typewriters, electronic transcribers, facsimile machines and other data entry machines; may serve as department liaison with service and vendor personnel when problems occur; reconciles routine problems by consulting technical manuals.
Maintains databases for tracking departmental/program information and produces complex reports from database as required and necessary; uses spreadsheets to track, analyze and report quantitative information.
Using various computer applications, creates templates, spreadsheets, macros, presentation materials, slides, charts and graphics.
Provides general administrative support
Organizes and maintains subject matter files and records and retrieves information, files, documents and records as needed. Produces complex reports from data. Assures that record disposition schedules are adhered to and that files are kept orderly and current.
Originates procedural correspondence such as letters of transmittal, routine notices, and responses to requests for information which are readily available by reference to office records.
Processes requisitions and vouchers received through departmental business transactions; places orders from requisitions and validates payments received.
Performs timekeeping functions for work unit of department, i.e., completes time records, computes time worked and posts to master timesheet; maintains leave status records and monitors and analyzes leave records.
Maintains simple bookkeeping, financial and statistical records where no technical accounting knowledge is required.
Receives, receipts and calculates various payments, fees and fines; makes proper distribution and manually records entries or codes incoming material for automated data entry or further clerical processing.
Takes minutes at meetings; performs follow-up clerical procedures between meetings and groups.
Assists in specially assigned or periodic data searches to develop or recover information from standard and non-standard sources. Assists in the compliance and evaluation of such data to meet defined objectives.
Orders, maintains and distributes stocks, supplies and inventories. Conducts related price surveys when required.
Coordinates and organizes meetings, activities and functions. Sets up rooms and equipment when required.
May work with the public, clients, other departmental personnel or staff of other businesses in order to interpret program procedures and guidelines, facilitate operations, or to assist in the training of staff.
Processes a variety of moderately difficult to complex paperwork including expense reports, petty cash requests, purchase orders, invoices, etc.
Assists in developing general office procedures and processes.
Performs related duties as required.
Work Environment and Physical Demands
Work is performed primarily in an office setting. Some walking, bending and carrying light items is required. In some positions the incumbent may be spending a major part of the workday exchanging information over a counter. Such duty may require prolonged periods of standing.
Essential duties include walking, driving, stamina, seeing, reading, speaking, handwriting and hearing.
Occasionally, incumbents experience highly stressful situations in the process of resolving problems of an immediate nature, such as facing irate citizens dissatisfied with information received, action taken or to be taken by a division or department, or denial of service for cause.
Operating a motor vehicle may also be required.
Salary Grade
Local 307.5
Salary Range
$21.76 - $28.28- per hour
For complete job announcement, application requirements, and to apply on-line (applications on external sites are not monitored), please visit our website at:
https://www.clark.wa.gov/human-resources/explore-careers-clark-county
Mar 28, 2024
Full time
Job Summary
Provides advanced level customer service to internal or external customers by performing a variety of complex administrative support activities which contribute to efficient office operations and require a thorough understanding of department and County programs and procedures. The Office Assistant II classification is distinguished from the Office Assistant I by performance of work requiring more independent judgment; volume and complexity of guidelines used which require a greater degree of interpretation and interpolation by the incumbents; and the amount and level of material to be learned being substantially greater, thereby increasing the time required of the incumbent to learn the duties. While both the Office Assistant I and II are expected to interact with and service customer needs, the Office Assistant II is expected to respond to more varieties of situations requiring a more detailed understanding of the department processes and operations. Additionally, the Office Assistant II is distinguished from the Office Assistant III classification by the responsibility to perform less complex and comprehensive administrative support duties. A variety of moderately difficult to complex tasks are performed within generally defined procedures and are reviewed periodically for accuracy, adherence to established policies and procedures, quality and thoroughness. Work is performed under general supervision and assistance is readily available from either specialist(s) or supervisor(s). This classification is expected to function independently in daily tasks. The Office Assistant II is required to use judgment on non-routine matters. Problems are identified and solved and unusual/complex problems are referred to a supervisor or specialist. Typically supports department staff and upper-level management.
Qualifications
Education and Experience
Two years of experience, with limited task supervision, emphasizing or including intensive public contact, customer service, interpretation and explanation of regulations and involving general office work processes and use of modern office technology. In those positions requiring typing, the incumbents must, upon entry into the position, be able to type at a rate of no less than 55 words per minute. May be required to possess or obtain a valid motor vehicle operator’s license.
Other combinations of education or experience, which would demonstrate the ability to perform the work, will be considered.
In some positions, the incumbent may be required to posses or be able to obtain a valid motor vehicle operator’s license.
Some positions require or prefer certain bilingual skills.
Knowledge of: general office procedures and practices of the specialized functions, policies, and procedures of the work unit; spelling, capitalization, punctuation and rules of grammar, and of the formats and clerical procedures used in performing the work; filing and record-keeping procedures; applicable laws, county codes, ordinances, and policies governing the work of the department and assignment; business English; PC computer applications such as word processing, spreadsheets and data bases; basic bookkeeping and/or cashiering methods and practices as required by the position.
Ability to: operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines; apply sound judgment in making decisions independently in accordance with established policies, procedures, and regulations; effectively maintain harmonious relationships with customers, including co-workers; diffuse difficult or highly charged situations; follow oral and written instructions; communicate effectively orally and in writing; learn assigned clerical, typing and/or stenographic tasks readily; and adhere to prescribed office routines; establish and maintain harmonious working relationships with other employees and the general public; maintain a neat personal appearance and courteous attitude toward the public and fellow employees, even under stressful and unpleasant situations; sit or stand for long periods of time while performing routine and repetitive functions.
SELECTION PROCESS
If you wish to upload a resume or other documents: Resumes and documents must be attached together in the ‘Resume Upload’ section of the application. Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application.
Application Review (Pass/Fail) – An online application is required. Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Practical Exam (Pass/Fail) – This recruitment may require a practical exam which will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Oral Interview – The interview will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Top candidate(s) will continue in the process.
Employment References will be conducted for the final candidates and may include verification of education.
It is the general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression.
Local 307 position. First review date: April 10, 2024. This recruitment may close at any time on or after the first review date.
Examples of Duties
KEY OR TYPICAL TASKS AND RESPONSIBILITIES
Provides customer service and/or reception support to internal and external customers
Provides information to the public or other employees by phone or in person to ensure compliance and an understanding of the agency rules, regulations, or functions; listens to questions and explains procedures according to agency guidelines or refers clients to appropriate source.
Greets visitors and directs them to the proper person or section; responds to routine inquires by phone or face to face; fulfills requests for publications or office supplies; makes necessary arrangements for travel and prepares travel vouchers for staff.
Performs counter work; receives and processes a variety of forms and applications, determines regulatory or procedural compliance; computes or verifies data, fees or payments; assists in the completion of forms or documents; and researches governing directives to answer questions and resolve routine problems encountered. Provides information and explains departmental procedures in response to questions raised by the public served. Issues documents such as licenses, permits, registrations and receipts.
Provides the full range of administrative support using computer software skills
Uses computer software applications and equipment to prepare and complete forms, memos, reports, text and correspondence for managers or supervisors from rough draft, dictation equipment, handwritten copy or oral instruction. May use standard electronic typewriter for completion of forms.
Effectively operates complex equipment and office machinery which may include computer PC applications, printers, programmable typewriters, electronic transcribers, facsimile machines and other data entry machines; may serve as department liaison with service and vendor personnel when problems occur; reconciles routine problems by consulting technical manuals.
Maintains databases for tracking departmental/program information and produces complex reports from database as required and necessary; uses spreadsheets to track, analyze and report quantitative information.
Using various computer applications, creates templates, spreadsheets, macros, presentation materials, slides, charts and graphics.
Provides general administrative support
Organizes and maintains subject matter files and records and retrieves information, files, documents and records as needed. Produces complex reports from data. Assures that record disposition schedules are adhered to and that files are kept orderly and current.
Originates procedural correspondence such as letters of transmittal, routine notices, and responses to requests for information which are readily available by reference to office records.
Processes requisitions and vouchers received through departmental business transactions; places orders from requisitions and validates payments received.
Performs timekeeping functions for work unit of department, i.e., completes time records, computes time worked and posts to master timesheet; maintains leave status records and monitors and analyzes leave records.
Maintains simple bookkeeping, financial and statistical records where no technical accounting knowledge is required.
Receives, receipts and calculates various payments, fees and fines; makes proper distribution and manually records entries or codes incoming material for automated data entry or further clerical processing.
Takes minutes at meetings; performs follow-up clerical procedures between meetings and groups.
Assists in specially assigned or periodic data searches to develop or recover information from standard and non-standard sources. Assists in the compliance and evaluation of such data to meet defined objectives.
Orders, maintains and distributes stocks, supplies and inventories. Conducts related price surveys when required.
Coordinates and organizes meetings, activities and functions. Sets up rooms and equipment when required.
May work with the public, clients, other departmental personnel or staff of other businesses in order to interpret program procedures and guidelines, facilitate operations, or to assist in the training of staff.
Processes a variety of moderately difficult to complex paperwork including expense reports, petty cash requests, purchase orders, invoices, etc.
Assists in developing general office procedures and processes.
Performs related duties as required.
Work Environment and Physical Demands
Work is performed primarily in an office setting. Some walking, bending and carrying light items is required. In some positions the incumbent may be spending a major part of the workday exchanging information over a counter. Such duty may require prolonged periods of standing.
Essential duties include walking, driving, stamina, seeing, reading, speaking, handwriting and hearing.
Occasionally, incumbents experience highly stressful situations in the process of resolving problems of an immediate nature, such as facing irate citizens dissatisfied with information received, action taken or to be taken by a division or department, or denial of service for cause.
Operating a motor vehicle may also be required.
Salary Grade
Local 307.5
Salary Range
$21.76 - $28.28- per hour
For complete job announcement, application requirements, and to apply on-line (applications on external sites are not monitored), please visit our website at:
https://www.clark.wa.gov/human-resources/explore-careers-clark-county
Job Summary
Provides advanced level customer service to internal or external customers by performing a variety of complex administrative support activities which contribute to efficient office operations and require a thorough understanding of department and County programs and procedures. The Office Assistant II classification is distinguished from the Office Assistant I by performance of work requiring more independent judgment; volume and complexity of guidelines used which require a greater degree of interpretation and interpolation by the incumbents; and the amount and level of material to be learned being substantially greater, thereby increasing the time required of the incumbent to learn the duties. While both the Office Assistant I and II are expected to interact with and service customer needs, the Office Assistant II is expected to respond to more varieties of situations requiring a more detailed understanding of the department processes and operations. Additionally, the Office Assistant II is distinguished from the Office Assistant III classification by the responsibility to perform less complex and comprehensive administrative support duties. A variety of moderately difficult to complex tasks are performed within generally defined procedures and are reviewed periodically for accuracy, adherence to established policies and procedures, quality and thoroughness. Work is performed under general supervision and assistance is readily available from either specialist(s) or supervisor(s). This classification is expected to function independently in daily tasks. The Office Assistant II is required to use judgment on non-routine matters. Problems are identified and solved and unusual/complex problems are referred to a supervisor or specialist. Typically supports department staff and upper-level management.
Qualifications
Knowledge of: General office procedures and practices of the specialized functions, policies, and procedures of the work unit; spelling, capitalization, punctuation and rules of grammar, and of the formats and clerical procedures used in performing the work; filing and record-keeping procedures; applicable laws, county codes, ordinances, and policies governing the work of the department and assignment; business English; PC computer applications such as word processing, spreadsheets and data bases; basic bookkeeping and/or cashiering methods and practices as required by the position.
Ability to: Operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines; apply sound judgment in making decisions independently in accordance with established policies, procedures, and regulations; effectively maintain harmonious relationships with customers, including co-workers; diffuse difficult or highly charged situations; follow oral and written instructions; communicate effectively orally and in writing; learn assigned clerical, typing and/or stenographic tasks readily; and adhere to prescribed office routines; establish and maintain harmonious working relationships with other employees and the general public; maintain a neat personal appearance and courteous attitude toward the public and fellow employees, even under stressful and unpleasant situations; sit or stand for long periods of time while performing routine and repetitive functions.
SELECTION PROCESS:
If you wish to upload a resume or other documents: Resumes and documents must be attached together in the ‘Resume Upload’ section of the application. Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application.
Application Review (Pass/Fail) – An online application is required. Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Practical Exam (Pass/Fail) – This recruitment may require a practical exam which will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Oral Interview – The interview will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Top candidate(s) will continue in the process.
Employment References will be conducted for the final candidates and may include verification of education.
It is the general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression.
Position will remain open until filled.
Examples of Duties
KEY OR TYPICAL TASKS AND RESPONSIBILITIES
Provides customer service and/or reception support to internal and external customers
Provides information to the public or other employees by phone or in person to ensure compliance and an understanding of the agency rules, regulations, or functions; listens to questions and explains procedures according to agency guidelines or refers clients to appropriate source.
Greets visitors and directs them to the proper person or section; responds to routine inquires by phone or face to face; fulfills requests for publications or office supplies; makes necessary arrangements for travel and prepares travel vouchers for staff.
Performs counter work; receives and processes a variety of forms and applications, determines regulatory or procedural compliance; computes or verifies data, fees or payments; assists in the completion of forms or documents; and researches governing directives to answer questions and resolve routine problems encountered. Provides information and explains departmental procedures in response to questions raised by the public served. Issues documents such as licenses, permits, registrations and receipts.
Provides the full range of administrative support using computer software skills
Uses computer software applications and equipment to prepare and complete forms, memos, reports, text and correspondence for managers or supervisors from rough draft, dictation equipment, handwritten copy or oral instruction. May use standard electronic typewriter for completion of forms.
Effectively operates complex equipment and office machinery which may include computer PC applications, printers, programmable typewriters, electronic transcribers, facsimile machines and other data entry machines; may serve as department liaison with service and vendor personnel when problems occur; reconciles routine problems by consulting technical manuals.
Maintains databases for tracking departmental/program information and produces complex reports from database as required and necessary; uses spreadsheets to track, analyze and report quantitative information.
Using various computer applications, creates templates, spreadsheets, macros, presentation materials, slides, charts and graphics.
Provides general administrative support
Organizes and maintains subject matter files and records and retrieves information, files, documents and records as needed. Produces complex reports from data. Assures that record disposition schedules are adhered to and that files are kept orderly and current.
Originates procedural correspondence such as letters of transmittal, routine notices, and responses to requests for information which are readily available by reference to office records.
Processes requisitions and vouchers received through departmental business transactions; places orders from requisitions and validates payments received.
Performs timekeeping functions for work unit of department, i.e., completes time records, computes time worked and posts to master timesheet; maintains leave status records and monitors and analyzes leave records.
Maintains simple bookkeeping, financial and statistical records where no technical accounting knowledge is required.
Receives, receipts and calculates various payments, fees and fines; makes proper distribution and manually records entries or codes incoming material for automated data entry or further clerical processing.
Takes minutes at meetings; performs follow-up clerical procedures between meetings and groups.
Assists in specially assigned or periodic data searches to develop or recover information from standard and non-standard sources. Assists in the compliance and evaluation of such data to meet defined objectives.
Orders, maintains and distributes stocks, supplies and inventories. Conducts related price surveys when required.
Coordinates and organizes meetings, activities and functions. Sets up rooms and equipment when required.
May work with the public, clients, other departmental personnel or staff of other businesses in order to interpret program procedures and guidelines, facilitate operations, or to assist in the training of staff.
Processes a variety of moderately difficult to complex paperwork including expense reports, petty cash requests, purchase orders, invoices, etc.
Assists in developing general office procedures and processes.
Performs related duties as required.
Qualifications
Two years of experience, with limited task supervision, emphasizing or including intensive public contact, customer service, interpretation and explanation of regulations and involving general office work processes and use of modern office technology. In those positions requiring typing, the incumbents must, upon entry into the position, be able to type at a rate of no less than 55 words per minute. May be required to possess or obtain a valid motor vehicle operator’s license.
Other combinations of education or experience, which would demonstrate the ability to perform the work, will be considered.
In some positions, the incumbent may be required to posses or be able to obtain a valid motor vehicle operator’s license.
Some positions require or prefer certain bilingual skills.
Salary Grade
Local 307.5
Salary Range
$21.33 - $27.73- per hour
For complete job announcement, application requirements, and to apply on-line (applications on external sites are not monitored), please visit our website at:
https://www.clark.wa.gov/human-resources/explore-careers-clark-county
Nov 02, 2023
Full time
Job Summary
Provides advanced level customer service to internal or external customers by performing a variety of complex administrative support activities which contribute to efficient office operations and require a thorough understanding of department and County programs and procedures. The Office Assistant II classification is distinguished from the Office Assistant I by performance of work requiring more independent judgment; volume and complexity of guidelines used which require a greater degree of interpretation and interpolation by the incumbents; and the amount and level of material to be learned being substantially greater, thereby increasing the time required of the incumbent to learn the duties. While both the Office Assistant I and II are expected to interact with and service customer needs, the Office Assistant II is expected to respond to more varieties of situations requiring a more detailed understanding of the department processes and operations. Additionally, the Office Assistant II is distinguished from the Office Assistant III classification by the responsibility to perform less complex and comprehensive administrative support duties. A variety of moderately difficult to complex tasks are performed within generally defined procedures and are reviewed periodically for accuracy, adherence to established policies and procedures, quality and thoroughness. Work is performed under general supervision and assistance is readily available from either specialist(s) or supervisor(s). This classification is expected to function independently in daily tasks. The Office Assistant II is required to use judgment on non-routine matters. Problems are identified and solved and unusual/complex problems are referred to a supervisor or specialist. Typically supports department staff and upper-level management.
Qualifications
Knowledge of: General office procedures and practices of the specialized functions, policies, and procedures of the work unit; spelling, capitalization, punctuation and rules of grammar, and of the formats and clerical procedures used in performing the work; filing and record-keeping procedures; applicable laws, county codes, ordinances, and policies governing the work of the department and assignment; business English; PC computer applications such as word processing, spreadsheets and data bases; basic bookkeeping and/or cashiering methods and practices as required by the position.
Ability to: Operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines; apply sound judgment in making decisions independently in accordance with established policies, procedures, and regulations; effectively maintain harmonious relationships with customers, including co-workers; diffuse difficult or highly charged situations; follow oral and written instructions; communicate effectively orally and in writing; learn assigned clerical, typing and/or stenographic tasks readily; and adhere to prescribed office routines; establish and maintain harmonious working relationships with other employees and the general public; maintain a neat personal appearance and courteous attitude toward the public and fellow employees, even under stressful and unpleasant situations; sit or stand for long periods of time while performing routine and repetitive functions.
SELECTION PROCESS:
If you wish to upload a resume or other documents: Resumes and documents must be attached together in the ‘Resume Upload’ section of the application. Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application.
Application Review (Pass/Fail) – An online application is required. Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Practical Exam (Pass/Fail) – This recruitment may require a practical exam which will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Oral Interview – The interview will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Top candidate(s) will continue in the process.
Employment References will be conducted for the final candidates and may include verification of education.
It is the general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression.
Position will remain open until filled.
Examples of Duties
KEY OR TYPICAL TASKS AND RESPONSIBILITIES
Provides customer service and/or reception support to internal and external customers
Provides information to the public or other employees by phone or in person to ensure compliance and an understanding of the agency rules, regulations, or functions; listens to questions and explains procedures according to agency guidelines or refers clients to appropriate source.
Greets visitors and directs them to the proper person or section; responds to routine inquires by phone or face to face; fulfills requests for publications or office supplies; makes necessary arrangements for travel and prepares travel vouchers for staff.
Performs counter work; receives and processes a variety of forms and applications, determines regulatory or procedural compliance; computes or verifies data, fees or payments; assists in the completion of forms or documents; and researches governing directives to answer questions and resolve routine problems encountered. Provides information and explains departmental procedures in response to questions raised by the public served. Issues documents such as licenses, permits, registrations and receipts.
Provides the full range of administrative support using computer software skills
Uses computer software applications and equipment to prepare and complete forms, memos, reports, text and correspondence for managers or supervisors from rough draft, dictation equipment, handwritten copy or oral instruction. May use standard electronic typewriter for completion of forms.
Effectively operates complex equipment and office machinery which may include computer PC applications, printers, programmable typewriters, electronic transcribers, facsimile machines and other data entry machines; may serve as department liaison with service and vendor personnel when problems occur; reconciles routine problems by consulting technical manuals.
Maintains databases for tracking departmental/program information and produces complex reports from database as required and necessary; uses spreadsheets to track, analyze and report quantitative information.
Using various computer applications, creates templates, spreadsheets, macros, presentation materials, slides, charts and graphics.
Provides general administrative support
Organizes and maintains subject matter files and records and retrieves information, files, documents and records as needed. Produces complex reports from data. Assures that record disposition schedules are adhered to and that files are kept orderly and current.
Originates procedural correspondence such as letters of transmittal, routine notices, and responses to requests for information which are readily available by reference to office records.
Processes requisitions and vouchers received through departmental business transactions; places orders from requisitions and validates payments received.
Performs timekeeping functions for work unit of department, i.e., completes time records, computes time worked and posts to master timesheet; maintains leave status records and monitors and analyzes leave records.
Maintains simple bookkeeping, financial and statistical records where no technical accounting knowledge is required.
Receives, receipts and calculates various payments, fees and fines; makes proper distribution and manually records entries or codes incoming material for automated data entry or further clerical processing.
Takes minutes at meetings; performs follow-up clerical procedures between meetings and groups.
Assists in specially assigned or periodic data searches to develop or recover information from standard and non-standard sources. Assists in the compliance and evaluation of such data to meet defined objectives.
Orders, maintains and distributes stocks, supplies and inventories. Conducts related price surveys when required.
Coordinates and organizes meetings, activities and functions. Sets up rooms and equipment when required.
May work with the public, clients, other departmental personnel or staff of other businesses in order to interpret program procedures and guidelines, facilitate operations, or to assist in the training of staff.
Processes a variety of moderately difficult to complex paperwork including expense reports, petty cash requests, purchase orders, invoices, etc.
Assists in developing general office procedures and processes.
Performs related duties as required.
Qualifications
Two years of experience, with limited task supervision, emphasizing or including intensive public contact, customer service, interpretation and explanation of regulations and involving general office work processes and use of modern office technology. In those positions requiring typing, the incumbents must, upon entry into the position, be able to type at a rate of no less than 55 words per minute. May be required to possess or obtain a valid motor vehicle operator’s license.
Other combinations of education or experience, which would demonstrate the ability to perform the work, will be considered.
In some positions, the incumbent may be required to posses or be able to obtain a valid motor vehicle operator’s license.
Some positions require or prefer certain bilingual skills.
Salary Grade
Local 307.5
Salary Range
$21.33 - $27.73- per hour
For complete job announcement, application requirements, and to apply on-line (applications on external sites are not monitored), please visit our website at:
https://www.clark.wa.gov/human-resources/explore-careers-clark-county
The Accounting Manager will be responsible for monthly journal entries and payroll, managing CHH Accounts Payable processing, and assisting Director of Accounting in month-end & year-end fiscal closing.
The salary range for this role is $61,000 to $72,000.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Reviews all CHH staff expense reimbursement requests and codes expenses
Reviews CHH non-subcontractor invoice allocations and reviews coding of invoices
Oversee/review rental payment distribution
Collaborate and manage relationship with Housing to ensure proper distribution and allocation of rents (1000-1500 rental checks)
Update cost allocation tables in CHH accounting database
Manage Agency credit cards (6 credit cards)
Oversee the weekly rental assistance check runs to support changes to existing leases and onboarding of new supportive housing clients
Oversee the monthly recurring rental assistance check runs
Participate in monthly reconciliation meetings to review operations and develop/implement strategies to address challenges
Support the integration of the rental payment process in the CaseWorthy database system
Prepare monthly journal entries for payroll, fringe, and other allocated shared costs
Prepare miscellaneous cash receipts for deposit, and track and reconcile public grants receivables and payments
Track and reconcile petty cash and cash advances on a monthly basis
Update CHH public grants receivable, payable
Generate and distribute CHH Form 1099’s on an annual basis
Prepare monthly bank reconciliation
Prepare monthly financial statements
Hire, train, mentor, and supervise assigned staff; assist in the recruitment and selection of team staff
Create scheduling and job assignments; manage performance and, complete and communicate performance evaluations; recommend salary, disciplinary, and other personnel actions in accordance with personnel policies and procedures
Assist with agency-wide activities as needed, including Annual Meeting, AIDS Run & Walk, World of Chocolate, and other events
Assist with other CHH departments with activities as directed
Perform other duties as required
SUPERVISORY RESPONSIBILITIES
Accounting Associate
Accounts Payable Associate
Accounting Specialist
EXPERIENCE AND EDUCATION
Minimum Qualifications
Bachelor’s degree in Accounting, Business, or related field
3 years’ experience with Financial Edge and Excel
2 years’ supervisory experience
Preferred Qualifications
Experience in the non-profit sector
KNOWLEDGE, SKILLS, AND ABILITIES
The ability to hold self and others accountable for rules and responsibilities
The ability to understand key pieces of information, separating relevant from irrelevant information
The ability to attend to and verify the accuracy and completeness of detailed information in paper documents or electronically (i.e., charges, data, due dates)
The ability to use computer and web-based systems (e.g., PC-based tools, Microsoft applications, Web-based applications) to input, access, modify, or output information or to execute programs or analysis
The ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations
The ability to work productively and effectively when faced with stressful work situations and time constraints
The ability to manage time so that the priority of activities determines the timing and amount of attention received
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
None
WORK ENVIRONMENT AND PHYSICAL DEMANDS
The work environment is representative of that found in a general office environment. Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (up to 10 pounds.) Tasks may involve extended periods of time at a keyboard or workstation and on the telephone.
Dec 07, 2022
Full time
The Accounting Manager will be responsible for monthly journal entries and payroll, managing CHH Accounts Payable processing, and assisting Director of Accounting in month-end & year-end fiscal closing.
The salary range for this role is $61,000 to $72,000.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Reviews all CHH staff expense reimbursement requests and codes expenses
Reviews CHH non-subcontractor invoice allocations and reviews coding of invoices
Oversee/review rental payment distribution
Collaborate and manage relationship with Housing to ensure proper distribution and allocation of rents (1000-1500 rental checks)
Update cost allocation tables in CHH accounting database
Manage Agency credit cards (6 credit cards)
Oversee the weekly rental assistance check runs to support changes to existing leases and onboarding of new supportive housing clients
Oversee the monthly recurring rental assistance check runs
Participate in monthly reconciliation meetings to review operations and develop/implement strategies to address challenges
Support the integration of the rental payment process in the CaseWorthy database system
Prepare monthly journal entries for payroll, fringe, and other allocated shared costs
Prepare miscellaneous cash receipts for deposit, and track and reconcile public grants receivables and payments
Track and reconcile petty cash and cash advances on a monthly basis
Update CHH public grants receivable, payable
Generate and distribute CHH Form 1099’s on an annual basis
Prepare monthly bank reconciliation
Prepare monthly financial statements
Hire, train, mentor, and supervise assigned staff; assist in the recruitment and selection of team staff
Create scheduling and job assignments; manage performance and, complete and communicate performance evaluations; recommend salary, disciplinary, and other personnel actions in accordance with personnel policies and procedures
Assist with agency-wide activities as needed, including Annual Meeting, AIDS Run & Walk, World of Chocolate, and other events
Assist with other CHH departments with activities as directed
Perform other duties as required
SUPERVISORY RESPONSIBILITIES
Accounting Associate
Accounts Payable Associate
Accounting Specialist
EXPERIENCE AND EDUCATION
Minimum Qualifications
Bachelor’s degree in Accounting, Business, or related field
3 years’ experience with Financial Edge and Excel
2 years’ supervisory experience
Preferred Qualifications
Experience in the non-profit sector
KNOWLEDGE, SKILLS, AND ABILITIES
The ability to hold self and others accountable for rules and responsibilities
The ability to understand key pieces of information, separating relevant from irrelevant information
The ability to attend to and verify the accuracy and completeness of detailed information in paper documents or electronically (i.e., charges, data, due dates)
The ability to use computer and web-based systems (e.g., PC-based tools, Microsoft applications, Web-based applications) to input, access, modify, or output information or to execute programs or analysis
The ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations
The ability to work productively and effectively when faced with stressful work situations and time constraints
The ability to manage time so that the priority of activities determines the timing and amount of attention received
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
None
WORK ENVIRONMENT AND PHYSICAL DEMANDS
The work environment is representative of that found in a general office environment. Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (up to 10 pounds.) Tasks may involve extended periods of time at a keyboard or workstation and on the telephone.
WHO WE ARE SER-Jobs is a nonprofit community organization that educates and equips people in the Texas Gulf Coast Region who come from low-income backgrounds or who have significant barriers to employment. We believe the power and purpose of work can transform lives and communities. SER is the Spanish verb, "to be," so that is exactly what we impart on the people we serve - that they can be whatever they want "to be."
Brighter Futures: We empower our clients "to be" the best they can, and "to be" in the career path that fits their talents and interests.
Better Opportunities: SER engages employers in strong growth industries "to be" an opportunity of a lifetime to someone who needs a second chance (or maybe even a first).
Bigger Network: We aim "to be" in strong partnerships with complementary organizations throughout the communities we serve.
VISION To be the premier workforce opportunity provider in the Texas Gulf Coast Region. MISSION STATEMENT To help individuals from low-income communities transform their lives through education, training employment, and financial empowerment services. VALUES Accountability ~ Innovation ~ Respect ~ Excellence ~ Equality ABOUT THE POSITION Job Title: Program Administrative Specialist FLSA Status: Exempt Department: Programs Reports To: Director of Programs Typical Workdays: Monday - Friday Typical Work Hours: 8:00 a.m. to 5:00 p.m. Overtime Required: N/A Education: Associate’s Degree in a related field. Bachelor’s degree preferred. Related Experience: Minimum of two (2) years of Administrative Assistant experience. Training: N/A Licenses & Certifications: N/A POSITION SUMMARY The Program Administrative Specialist will provide administrative and program support for the Director of Programs and other senior leaders. This position works closely with the senior leadership team to perform the highest level of administrative duties. This position will also work independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis. Such duties include but are not limited to attending meetings and keeping minutes, receiving and screening phone calls, booking (and unbooking) travel, scheduling (and rescheduling) meetings, keeping track of time and expenses, maintaining an executive's schedule, assisting in planning appointments, board meetings, conferences etc., managing information technology, creating presentations or proposals. This position is responsible for handling highly confidential documents and information, communication and information management, and managing supplies and events. This position is also responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. ESSENTIAL FUNCTIONS ADMINISTRATIVE SUPPORT:
Gain full understanding of SER programs as well as its targets and outcomes.
Organize and schedule client and internal meetings and events.
Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, making arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
Participate in business continuity planning and activities including natural disaster and pandemic response.
Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
Compose, proof, and distribute letters, memos, reports, spreadsheets, presentations, and related outgoing materials.
Perform data monitoring/maintenance with little supervision. Ensure quality and timely execution of deliverables. Maintain an efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
Manage the flow of information, organizing appointments, and maintaining up-to-date calendars to ensure effective prioritization of tasks.
Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
Initiate office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
Other pertinent and appropriate duties as assigned.
LEADERSHIP SUPPORT:
Advise the Director of Programs and other senior leaders on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
Proactively manage the Director of Programs’ and other senior leaders’ calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management and other internal and external meetings.
Understand the Director of Programs’ plans and objectives; read and interpret activities and proactively anticipate opportunities that assist in meeting the plans/objectives.
Coordinate point-to-point travel needs as necessary including booking all travel and hotels, directions, commuting time, and ground transportation.
Maintain regular contact with the Director of Programs, and other senior leaders, during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
Ensure the Director of Programs and other senior leaders are prepared for all meetings. Provide all necessary pre-reading and background information in preparation for meetings.
Maintain discreet coordination of sensitive, leally privileged company and personal executive information to ensure confidentiality.
Act as the eyes and ears, providing input and feedback to the Director of Programs on all matters. Represent the Director of Programs at community and business functions.
Manage various special projects as assigned by the Director of Programs and other senior leaders.
Keep track of the Director of Programs’ expense reports and timesheets and submit to Accounting and Payroll in a timely manner.
Organize and expedite the flow of work through the Director of Programs’ offices in a timely manner to assist in alleviating the executive workload.
Liaise with senior-level employees and external contacts on behalf of the Director of Programs.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
CUSTOMER SERVICE:
Build effective working relationships with key stakeholders; support administrative aspects of SER Jobs’ internal commitments.
Role model healthy relationships in the work environment such as mitigation of conflict, leading problem-solving, and resolution efforts.
Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
Use sound judgment to prioritize effectively in matters of a routine and non-routine nature to maximize and conserve time.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
QUALIFICATIONS
Associate’s degree required. Bachelor’s degree preferred.
Minimum of two (2) years of related experience working as an Administrative Support professional reporting to senior management required.
Minimum of two (2) years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.
Advanced skills in the Microsoft Office suite and other software programs and platforms such as Salesforce and Zoom.
Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Ability to work in highly collaborative and deadline driven environment.
Demonstrates professional manner and ability to influence in dealings with others.
Strong process and system orientation; promotes group effectiveness.
Ability to anticipate barriers and provide alternative solutions.
Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
Outstanding organizational skills and high attention to detail; outstanding written and oral communication skills.
Ability to self-direct and prioritize among competing goals and to initiate process improvements.
Flexibility and willingness to contribute when necessary on projects outside of own department.
Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
Be highly organized, detail-oriented and discreet and be able to exercise tact and diplomacy.
Demonstrate project management skills to plan and deliver on established tactical and strategic goals.
Demonstrate an excellent aptitude for building productive relationships with internal teams and key stakeholders.
Ability to multi-task effectively and balance priorities in an ever changing, fast-moving, time-sensitive environment.
Sound judgment and high sense of accountability.
Discretion in working with highly confidential matters and material.
Ability to builds and maintains effective and trusting working relationships.
Comprehensive knowledge of SERJobs including our annual initiatives, strategic plan, vision, mission, and core values.
Ability to oversee administrative support in a fast-paced, high-volume, and rapidly changing client service environment.
Reasonable accommodations will be made to ensure that the essential job functions can be performed and not hinder the employee's performance due to physical, mental, or emotional impairment, and does not cause undue hardship for the Company.
Aug 09, 2021
Full time
WHO WE ARE SER-Jobs is a nonprofit community organization that educates and equips people in the Texas Gulf Coast Region who come from low-income backgrounds or who have significant barriers to employment. We believe the power and purpose of work can transform lives and communities. SER is the Spanish verb, "to be," so that is exactly what we impart on the people we serve - that they can be whatever they want "to be."
Brighter Futures: We empower our clients "to be" the best they can, and "to be" in the career path that fits their talents and interests.
Better Opportunities: SER engages employers in strong growth industries "to be" an opportunity of a lifetime to someone who needs a second chance (or maybe even a first).
Bigger Network: We aim "to be" in strong partnerships with complementary organizations throughout the communities we serve.
VISION To be the premier workforce opportunity provider in the Texas Gulf Coast Region. MISSION STATEMENT To help individuals from low-income communities transform their lives through education, training employment, and financial empowerment services. VALUES Accountability ~ Innovation ~ Respect ~ Excellence ~ Equality ABOUT THE POSITION Job Title: Program Administrative Specialist FLSA Status: Exempt Department: Programs Reports To: Director of Programs Typical Workdays: Monday - Friday Typical Work Hours: 8:00 a.m. to 5:00 p.m. Overtime Required: N/A Education: Associate’s Degree in a related field. Bachelor’s degree preferred. Related Experience: Minimum of two (2) years of Administrative Assistant experience. Training: N/A Licenses & Certifications: N/A POSITION SUMMARY The Program Administrative Specialist will provide administrative and program support for the Director of Programs and other senior leaders. This position works closely with the senior leadership team to perform the highest level of administrative duties. This position will also work independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis. Such duties include but are not limited to attending meetings and keeping minutes, receiving and screening phone calls, booking (and unbooking) travel, scheduling (and rescheduling) meetings, keeping track of time and expenses, maintaining an executive's schedule, assisting in planning appointments, board meetings, conferences etc., managing information technology, creating presentations or proposals. This position is responsible for handling highly confidential documents and information, communication and information management, and managing supplies and events. This position is also responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. ESSENTIAL FUNCTIONS ADMINISTRATIVE SUPPORT:
Gain full understanding of SER programs as well as its targets and outcomes.
Organize and schedule client and internal meetings and events.
Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, making arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
Participate in business continuity planning and activities including natural disaster and pandemic response.
Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
Compose, proof, and distribute letters, memos, reports, spreadsheets, presentations, and related outgoing materials.
Perform data monitoring/maintenance with little supervision. Ensure quality and timely execution of deliverables. Maintain an efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
Manage the flow of information, organizing appointments, and maintaining up-to-date calendars to ensure effective prioritization of tasks.
Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
Initiate office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
Other pertinent and appropriate duties as assigned.
LEADERSHIP SUPPORT:
Advise the Director of Programs and other senior leaders on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
Proactively manage the Director of Programs’ and other senior leaders’ calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management and other internal and external meetings.
Understand the Director of Programs’ plans and objectives; read and interpret activities and proactively anticipate opportunities that assist in meeting the plans/objectives.
Coordinate point-to-point travel needs as necessary including booking all travel and hotels, directions, commuting time, and ground transportation.
Maintain regular contact with the Director of Programs, and other senior leaders, during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
Ensure the Director of Programs and other senior leaders are prepared for all meetings. Provide all necessary pre-reading and background information in preparation for meetings.
Maintain discreet coordination of sensitive, leally privileged company and personal executive information to ensure confidentiality.
Act as the eyes and ears, providing input and feedback to the Director of Programs on all matters. Represent the Director of Programs at community and business functions.
Manage various special projects as assigned by the Director of Programs and other senior leaders.
Keep track of the Director of Programs’ expense reports and timesheets and submit to Accounting and Payroll in a timely manner.
Organize and expedite the flow of work through the Director of Programs’ offices in a timely manner to assist in alleviating the executive workload.
Liaise with senior-level employees and external contacts on behalf of the Director of Programs.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
CUSTOMER SERVICE:
Build effective working relationships with key stakeholders; support administrative aspects of SER Jobs’ internal commitments.
Role model healthy relationships in the work environment such as mitigation of conflict, leading problem-solving, and resolution efforts.
Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
Use sound judgment to prioritize effectively in matters of a routine and non-routine nature to maximize and conserve time.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
QUALIFICATIONS
Associate’s degree required. Bachelor’s degree preferred.
Minimum of two (2) years of related experience working as an Administrative Support professional reporting to senior management required.
Minimum of two (2) years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.
Advanced skills in the Microsoft Office suite and other software programs and platforms such as Salesforce and Zoom.
Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Ability to work in highly collaborative and deadline driven environment.
Demonstrates professional manner and ability to influence in dealings with others.
Strong process and system orientation; promotes group effectiveness.
Ability to anticipate barriers and provide alternative solutions.
Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
Outstanding organizational skills and high attention to detail; outstanding written and oral communication skills.
Ability to self-direct and prioritize among competing goals and to initiate process improvements.
Flexibility and willingness to contribute when necessary on projects outside of own department.
Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
Be highly organized, detail-oriented and discreet and be able to exercise tact and diplomacy.
Demonstrate project management skills to plan and deliver on established tactical and strategic goals.
Demonstrate an excellent aptitude for building productive relationships with internal teams and key stakeholders.
Ability to multi-task effectively and balance priorities in an ever changing, fast-moving, time-sensitive environment.
Sound judgment and high sense of accountability.
Discretion in working with highly confidential matters and material.
Ability to builds and maintains effective and trusting working relationships.
Comprehensive knowledge of SERJobs including our annual initiatives, strategic plan, vision, mission, and core values.
Ability to oversee administrative support in a fast-paced, high-volume, and rapidly changing client service environment.
Reasonable accommodations will be made to ensure that the essential job functions can be performed and not hinder the employee's performance due to physical, mental, or emotional impairment, and does not cause undue hardship for the Company.