SUMMARY: Under the supervision of the MSHS Director is responsible for implementing administrative systems, procedures, policies and administrative projects that includes conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, customer services, arranging conference calls, and scheduling meetings in the day to day operation of Child Development Management Services.
DUTIES:
- Is required to use a variety of office equipment, such as the fax machines, photocopiers, scanners, and videoconferencing and be able to use different types of telephone systems along with email programs.
- Will coordinate and perform administrative activities and support by storing, retrieving, and integrating information for dissemination to staff and clients, answers and relays calls and messages, with follow-up to recipient in a professional manner.
- Open, sort, and distribute incoming correspondence, including faxes and email and schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors.
- Receives visitors and program applicants/participants in a customer oriented manner, gives program information to callers and visitors and directs to appropriate staff member.
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies; placing and expediting orders for supplies and verifying receipt of supplies.
- Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
- Will assist with negotiating with vendors on office equipment and/or supplies.
- Maintains workflow by studying methods, implementing cost reductions, and developing reporting procedures to resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
- Creates and revises office systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and maintain HR files.
- Prepares and modifies documents including correspondence, reports, drafts, minutes, contracts, memos, emails and other documents as requested.
- Maintains financial records, files, receipts; tracks invoices, billings, program data such as performance indicators, mailing lists, as well as other office records.
- Assists in coordination of planned activities, workshops, conferences, travel arrangements, venue arrangements.
- Provide technical assistance, training and support to new staff as needed.
- Attend meetings, conferences, workshops and performs special projects and other related duties as assigned.
QUALIFICATIONS:
- Two years of vocational trade or equivalency supplemented by 2 years of college level work or equivalent experience.
- Demonstrated ability either through education and/or experience, knowledge of corporate office protocol and customer service oriented practices and procedures.
- Demonstrated ability to speak clearly, pleasantly and courteously, and must possess good listening/comprehension skills.
- Must possess good organizational skills and have the ability to digest program facts and interpret them to visitors and applicants for services.
- Knowledge and experience in recent computer software, word perfect/Microsoft Word, excel, with demonstrated ability to type minimum of 50 words per minute.
- Bilingual Spanish speaking preferred
Job Type: Part-time
Salary: $11.17 /hour
Required experience:
- 2 years of vocational trade or equivalency supplemented by 2 years of college or experience: 2 years
Required education:
- High school or equivalent
Required language:
- Bilingual Spanish preferred
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