Secretary III​/Foster Grandparent & Senior Companion Programs Assistant

Job Title

Secretary III/Foster Grandparent & Senior Companion Assistant – Requisition #: 2190

Full time, Bargaining Unit, Non-exempt, Hourly –

Location:

Oxnard

Starting Salary: $22.78-$25.12 hourly
Full Salary Range: $22.78-$28.50

Pay rate is based on level of experience equivalent to TCRC

• Health insurance
• Paid time off
• Dental insurance
• Vision insurance
• Life insurance
• Retirement plan
• Referral program
• Flexible spending account
• Employee assistance program
• LCSW Supervision hours program

Serves the Ameri Corps Seniors Foster Grandparent and Senior Companion Programs in all basic administrative duties. Provides assistance to volunteers in a person-centered manner. Assists Program Manager with the development of new volunteer sites, recruitment and placement of volunteers, planning and assisting with in-service monthly training programs and maintenance of volunteer records and payroll. Interacts effectively with professional and non-professional persons of all age groups.

Must be able to work independently and as part of a team.

• Generate monthly timesheets, prepare monthly payroll, reports, correspondence, documents, letters, and memoranda as compile data for statistical reports.
• Assist with new volunteer processing including training materials, training sessions, and documentation. Schedule new volunteer physical exams and background checks.
• Perform data entry and other computer-related tasks. Learn and utilize America Learns database system for volunteers, including but not limited to records of hours volunteered, leave time, and approved leave of absence.
• Clerical duties such as correspondence, forms, documents, and minute taking of Advisory Council and other monthly and quarterly meetings.
• Compile packets for training teachers and principals and other volunteer site staff.
• Maintain and organize volunteer supplies and order materials when needed.
• Update all annual forms and site evaluations for the volunteers.
• Assist manager in providing counsel and personal assistance to Foster Grandparents/Senior Companions as needed.
• Assist with planning and implementing special functions and training.
• Travel to various volunteer sites to collect paperwork, meet with volunteers and staff, and other duties as needed.
• Additional or different functions may be assigned as needed.

• Ability to prioritize work, meet deadlines and manage multiple projects
• Strong communication with excellent computer and math skills
• Appointment scheduling experience
• Maintain confidentiality
• Problem-solving skills
• Interpersonal skills
• Strong time management skills
• Organizational skills
• Prompt follow-up
• Ability to work with minimal supervision
• Customer service oriented
• Attention to detail
• Tact, initiative, discretion, good judgment, and compassionate toward volunteers
• Skill in establishing and maintaining effective working relationships with volunteers, staff and the public
• Ability to interpret, adapt and apply guidelines and procedures
• Ability to communicate clearly

• Proficient computer skills – Excel, Word, Power Point – Publisher desired
• High school Bachelor’s Degree preferred.
• Ability to type minimum of 45 WPM
• Knowledge of office methods, procedures, practices, equipment
• Three to five years relevant administrative experience
• Excellent telephone skills
• Ability to travel as needed to volunteer stations in other locations
• Must submit to and pass a federally required NSOPW and Livescan (FBI and CA DOJ) prior to the first day of employment.

The position requires the ability to work independently and possess the mobility necessary to work in a standard office setting and use standard office equipment, including a computer. This is primarily a sedentary office classification. The position also requires grasping, repetitive hand movement, finger dexterity, and fine coordination when preparing statistical reports and data using a computer keyboard and calculator. Additionally, the position requires near, far, and color vision to read correspondence, statistical data, and computer screens.

Hearing and speech are required to communicate in person, before groups, and over the telephone.

Employees must possess the ability to lift, carry, push, and pull materials and objects necessary to perform job functions. The employee must frequently lift and/or move up to 10 pounds and occasionally up to 20 pounds. The position also requires standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Employees may encounter upset individuals over the phone and/or in person. Each of these physical tasks is considered an essential function of the position.