Department Administrative Assistant
TITLE: Department Administrative Assistant
DEPARTMENT:
REPORT TO: Department/Program Director
DEPARTMENT:
REPORT TO: Department/Program Director
SALARY RANGE: 8
CLASSIFICATION: 11
STATUS: Non-Exempt Position
CLASSIFICATION: 11
STATUS: Non-Exempt Position
JOB SUMMARY
The Department Administrative Assistant facilitates the efficient operation of the assigned Department by performing a variety of high-level clerical and administrative tasks, and is responsible for assisting the Department/Program Director in all matters of Department business as assigned and/or directed by the Department/Program Director. The Department Administrative Assistant must exercise excellent judgment and communication skills to deal with a broad spectrum of tasks. This position handles sensitive and confidential information regularly, so tact and discretion are essential skills.
QUALIFICATIONS
Education
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High School Diploma or equivalent and additional training
Education may be waived with significant job related experience
Experience
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More than 3 years
Authorization
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BCA Background Study
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Valid Driver’s License
Work Environment
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Conventional – Office model
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Community Facing – Direct interaction or communication with a public.
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Hybrid – Flexible work model that is a blend of in-office, remote, and/or on-the-go.
SKILLS, ABILITIES, & OTHER KNOWLEDGE
Skills
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Excellent oral and/or written communications skills.
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Ability to manage time that results in both a satisfactory quantity and quality of work.
Ability
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Support the Mission of the Agency through daily work and while representing the Agency in public.
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Have general knowledge of programs and activities of the Agency.
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Demonstrated ability to work independently and as a team member.
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Must be able to handle diverse work problems on a daily basis.
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Must be able to organize a work schedule, set priorities and work effectively to meet deadlines without supervision.
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Must be able to adjust to changes necessitated by last minute assignments and deadlines requests that may prove stressful.
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Ability to effectively work across differences, especially socio-economic and cultural differences.
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Attend trainings, classes and meetings as necessary to improve job skills and maintain an acceptable level of job performance.
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Serve as a mentor for new staff.
Other Knowledge
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Have knowledge and apply Agency policies and procedures, including safety, technology, data practices and other applicable policy, procedure and program regulations.
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Understand numbers and mathematical concepts.
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Knowledge of public and private sources of debt equity and subsidy.
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Knowledge and understanding of federal, state, and local guidelines, codes, regulations, for implementation and reporting requirements.
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Working knowledge of child abuse laws, Mandated Reporting, Head Start Performance Standards, State licensing requirements, United States Department of Agriculture guidelines and community resources.
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Knowledge of Community resources.
PRIMARY DUTIES & RESPONSIBILITIES
This job description is not intended to be all-inclusive and employee will also perform other reasonably related business duties as assigned.
Area 1: Program Operations
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Knowing and maintaining a current working understanding of all Community and Lakes and Pines programs and guidelines to ensure the greatest degree of accuracy is given to customers while offering a broad awareness of services available.
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Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
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Answering and directing department phone calls, recording messages, providing customer referrals, and screening and routing calls and messages to the proper program staff.
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Ability to file documents electronically and knowledge how to access files.
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Prepares and submits Purchase Orders for Department as assigned by Department/Program Director.
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Composes, types, and edits a variety of correspondences, reports, presentations, and other material as assigned by Department/Program Director that requires judgement as to content, accuracy and completeness. Proofreads for format, spelling, grammar, typos and general clarity.
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Create and maintain reports and spreadsheets to track key performance indicators and identify trends as assigned by Department/Program Director. Develop and implement data quality checks to ensure accuracy and consistency of data.
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Prepares agendas and schedules for meetings.
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Records and distributes minutes or other records for meetings.
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Coordinates and schedules travel, meetings, and appointments for Department Director and other staff when assigned by Department/Program Director.
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Responds to and resolves administrative inquiries and questions for Department.
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Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
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Responsible for Department Employment postings and tracking, ensuring all Agency policies and procedures are followed.
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Maintains office supplies and coordinates maintenance of office equipment (including contracts and billing).
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Accepts the responsibilities of Department/Program Director in their absence; including supervision of department activities and staff.
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Represents the Department/Program Director as their delegate when unable to attend meetings.
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Assists the Department/Program Director in program, committee, community, training, and staff meetings; to include such items as: attending meetings, taking of minutes, presentation of agenda items, arranging meeting facilities, etc.
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Assists managers and supervisors to ensure that department staff know their job responsibilities and authority of chain-of-command.
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May assist the Department/Program Director in interviewing and evaluating program personnel. Primary staff person in tracking statistics and data for Affirmative Action Reporting.
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Ability to articulate and carry out appropriate emergency procedures.
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May be required to assist the customers in the completion of program application form(s).
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Train new Department staff how to operate a multi-line phone system and guide them in setting up their voice mail using a unified message.
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May be required to answer Agency-wide multi-line phone system for the Central office in the absence of the Administrative Specialist.
Area 2: Program Compliance
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Oversees the development and maintenance of entire Department filing systems both physical and electronic; ensures that all files are kept current and accurate.
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Responsible for ensuring compliance with Agency Document Retention Policy.
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Primary position to ensure maintenance for electronic document imaging/filing for the Department. Ensure appropriate training of personnel for electronic filing.
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Oversees completion of customer, fiscal and program management forms for data entry and processing.
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Assists Department/Program Director in the preparation of regularly scheduled reports and inputting and updating information in databases and spreadsheets ensuring timely completeness, accuracy and execution; must have knowledge of timeframes and ensure submission of reports.
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Assist Department/Program Director in ensuring compliance of Uniform Guidance.
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Keeps current on all Department funding sources’ regulations, policies and directives.
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Responsible for ensuring proper Agency fiscal procedures are followed on all Department purchases.
Area 3: Program Communications
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Will do public speaking on behalf of the Department/Program Director.
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Notifies the Department/Program Director of any violations of program staff relative to Agency Personnel Policies, Agency Inter-office procedures and/or program operational/management procedures.
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Accepts and schedules appointments for the Department/Program Director.
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Responsible for Department incoming mail/outgoing mail delivery and Department bulk mailings. Ensure follows United States Postal Service (USPS) regulations and Agency policies.
Area 4: Development Assistance
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Assists in the development and implementation of Department’s operation forms and procedural manuals.
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Recognize existing and emerging needs of participants, volunteers and communities and suggest programmatic and resource recommendations to improve or develop programs.
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Actively participate and assist in assigned program, community, committees, staff meetings and/or training sessions.
JOB FACTORS
Supervision of Others
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Responsible for assigning, instructing, and checking the work of 4 to 7 other employees in 2 or more geographic location
Safety of Others
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Responsible for the safety of others on the job. Provides oversight of work groups and/or public served. Implements and enforces safety standards for self and others.
Contacts
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Contact is both inside and outside the agency, and may include formal presentations.
Physical Demand
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Must be able to lift 25 pounds.
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Requires sitting, standing, bending, stooping and reaching.
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Physical ability to operate equipment specific to your position.
Travel
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Must have reliable transportation.
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Must have valid driver’s license and current auto insurance coverage in compliance with Minnesota State guidelines on the vehicle used for work related travel.
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Travel for completion of job duties, trainings and meetings as required.
GENERAL AGENCY REQUIREMENTS
Professionalism
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Maintain positive work atmosphere by behaving and communicating in a manner that fosters good relations with customers, co-workers, providers, volunteers and supervisors.
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Treat customers, co-workers and public in a respectful and courteous manner at all times.
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Continue to develop skills and abilities.
Community Representation
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Represent Lakes and Pines Community Action, Inc. in a positive manner.
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Adhere to the Community Action Code of Ethics.
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Seek to understand poverty and barriers faced by community members.
Confidentiality
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Maintain confidentiality of agency, program and customer information.
An Equal Opportunity Employer/Contractor
In accordance with federal and state laws, Lakes and Pines CAC is an equal opportunity employer, contractor and provider of services. The Agency will maintain a
policy of non– discrimination with all employees and applicants for employment. All aspects of employment within
the Agency will be governed on the basis of merit, competence and qualifications and will not be influenced in any
manner by race, color, creed, religion, sex, age, national origin, disability, public assistance status, marital status, veteran status,
sexual orientation, or gender identity,status as a parent, familial status, or in a local human rights commission or any other legally protected status.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.