Bilingual English​/Spanish Administrative As

Job Title

To assist the Administrative Staff in office procedures through written correspondence and verbal communication.

• Act as Office Specialist and backup Receptionist for Main Office.
• Answer telephone and transfer calls and relay messages to appropriate staff.
• Greet and respond to public coming into the office.
• Provide data entry and office support as necessary to multiple programs and departments.
• Maintain a neat and orderly office.
• Process incoming and outgoing mail promptly each day.
• Oversee the Room Reservation and Vehicle Checkout calendars.
• Coordinate the checkout/in of agency vehicles and gas cards and other storage room access keys.
• Ensure all facility entrances are secure at the end of each day and set the building alarm if needed.

• Monitor the Project Request Form and complete projects as needed (copies, laminating, binding, distributing materials, etc.).
• Assist administrative staff with preparations for meetings, agency and main office events, and training including helping with preparation, check in, set/clean up, and errands as needed.
• Assist all administrative staff with projects as needed (creating documents, scheduling meetings and events, distributing materials, marketing materials, etc.) including help with training and event preparation, check-in, set/clean up, and errands as needed.

• Check main office printers and copiers daily; restock with paper and submit order requests for supplies as needed for the Main Office, Annex and CCR&R.
• Ensure Main Office coffee supplies are stocked and submit order requests as needed.
• Track postage and mailing supplies and submit order requests as needed. Refill postage meter and occasional trips to Post Office as needed.
• Keep the copy/mail room neat and orderly (pick up loose papers, break down cardboard, straighten supplies, sort copes and coordinate shred pick up as needed).
• Maintain the office kitchen, ensuring cleanliness, organization, and adequate stocking of supplies such as coffee, snacks, utensils, etc.
• Empty trash from front office, copy/mail room, kitchen, and boardroom as needed.
• Keep desk and reception area free of debris and scattered papers.
• Ensure Boardroom is set up and prepared for each day including distribution of tables and chairs, removing loose papers, straightening supplies and trash removal.

• Monitor the Supply Request Form and assist the Health & Safety Manager in fulfilling supply requests.
• Maintain and monitor supply inventory and keep the supply room/areas orderly and submit order requests as needed.
• Coordinate the pickup and/or delivery of supply orders.

• Assist staff with the Car Seat program and obtain Car Seat Certification if need is determined.
• Assist with scheduling car seat appointments and coordinate car seat inventory.
• Assist staff and clients in purchasing and properly installing child safety seats.
• Attend Car Seat Clinics in the community as needed.

• Translate a variety of documents including child menus, parent letters and any agency communications, etc. as requested.
• Assist as needed for verbal translation.

• Other duties deemed necessary by your supervisor.

• High School diploma or equivalent
• Secretarial/computer experience
• Ability to use computer and word processing software program and manage multi‐lined telephone system, office copy machines, and printers
• Understand general office procedures
• Knowledge of correct grammar and punctuation
• Fluent in English and Spanish both verbally and written
• Interest in additional training
• Desire to work with low‐income children and their families

• Participate in staff meetings, conferences, training sessions and workshops as assigned
• Demonstrate familiarity with employment policies, performance standards, work plan and objectives of Agency
• Maintain congenial and respectful relations with staff, children, families and community
• Keep current and accurate records and file reports on time
• Maintain confidentiality in regard to staff and family information
• Maintain objectives and…