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SENIOR ADMINISTRATIVE ASSISTANT-OPERATIONS (Nonprofit)
San Diego, CA 92111
Recruited by: Dennis Montero | Acting HR Manager - Recruitment/Talent | Neighborhood House Association See all my Jobs

  • Hiring Company: Neighborhood House Association
  • Industry: Nonprofit
  • Compensation: Hourly: $20-29/hr
  • Expires: Oct 13, 2019
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Job Description

POSITION PURPOSE:
Under general direction of the Chief of Staff/Associate General Manager, performs a wide variety of highly responsible, complex and often sensitive and confidential office administrative and secretarial/office support functions in a major NHA section; provides responsible, para-professional administrative assistance in the analysis, implementation and monitoring of projects and programs; may supervise the work of other office support staff. Assist with administration of operation committees such as Wellness, Safety and Go Green Environmental programs.

EXAMPLES OF ESSENTIAL DUTIES:
The duties listed below are intended only as illustrations of various types of work that may be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.
• Provides confidential secretarial and administrative support; types and/or drafts memoranda, correspondence, reports, contracts, agreements, presentation and overhead materials, forms, technical reports, public announcements and other documents ranging from routine to complex;
• Types from drafts, notes, dictation or brief oral instructions, using word processing software;
• Proofreads and checks typed and other materials for accuracy, completeness and compliance with NHA standards, policies and procedures;
• Ensures materials, reports and documents for signature are accurate and complete; develops, revises and maintains master documents;
• Composes correspondence, reports and informational materials;
• Copies and binds reports for internal and external distribution;
• Sends and receives faxes;
• Maintains the Chief of Staff/Associate General Manager’s calendar; coordinates, arranges and confirms meetings;
• Arranges for meeting setup and refreshments;
• Attends meetings, takes notes and transcribes minutes;
• Screens requests for appointments;
• Creates and maintains event calendars;
• Prepares and maintains the section’s master calendar;
• Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity, the use of sound independent judgment and the interpretation of policies, rules and procedures;
• Conducts research, responds to requests for information and complaints from officials, other agencies and the public, refers the request or complaint to appropriate staff and/or takes or recommends action to resolve the issue;
• Reviews, determines the priority and routes incoming correspondence;
• Prepares technical worksheets, tables and computations;
• Establishes and maintains databases of information to track pending projects and budget expenditures;
• Researches and assembles information from a variety of sources for the preparation of records and reports;
• Makes arithmetic or statistical calculations;
• Organizes and maintains office files;
• Conducts special studies and recommends organizational, procedural or other changes to achieve greater productivity and/or to comply with new NHA requirements;
• Prepares travel and training requests;
• Makes and confirms travel and other arrangements for conferences and business trips;
• Types itineraries, compiles expense reports and prepares post-travel memoranda;
• Attends to a variety of office administrative details;
• Establishes and maintains confidential, subject, project, tickler and specialized files;
• Orders supplies;
• Arranges for the repair of equipment;
• Distributes informational materials and keeps reference documents up to date;
• Provides administrative and secretarial support for professional association affiliations of NHA executives;
• Participates in the development and implementation of section policies and procedure;
• Administers Workers Compensation claims for employees;
• Processes and documents all claims filed pertinent to work-related injuries/health problems, and coordinates with the insurance carrier’s claims department for proper/appropriate disposition of claims;
• Participates in periodic Workers Compensation loss reviews;
• Coordinates periodic employee training meetings as required by the Association’s Injury and Illness Prevention Program;
• Prepares and maintains required CAL-OSHA logs and annual reports;
• Prepares or reviews and tracks confidential employee reports, including performance planning appraisal reports, leave requests and disciplinary actions;
• Assists the executive in preparation of annual budget request documents; tracks expenditures against budget;
• Processes purchase orders and pay requests;
• Assists and provides backup to administrative support staff;
• Serves on committees and task forces for special projects;
• Makes and confirms travel arrangements;
• Types itineraries, requests travel advances and compiles expense reports.

DESIRED MINIMUM QUALIFICATIONS:
Knowledge of:
• Office administration practices and procedures;
• Correct English usage, including spelling, grammar and punctuation;
• Principles and practices of sound business communication;
• Basic functions of public agencies;
• Correct English usage, including spelling, grammar and punctuation;
• NHA and Head Start organization, rules, policies, and procedures, relating to the administration of a NHA section;
• NHA’s and Unions personnel rules and regulations;
• Computer equipment and advanced uses of word processing, spreadsheet, graphics, database and other software;
• Budgeting, recordkeeping, filing and purchasing practices and procedures.

Ability to:
• Operate a computer terminal and/or computer using word processing, spreadsheet, database and other standard business software;
• Take and transcribe dictation and type accurately at a speed necessary to meet the requirements of the position;
• Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies;
• Manage multiple and rapidly changing priorities;
• Organize, research, and maintain complex and confidential office files;
• Prepare clear, accurate and concise records and reports;
• Compose correspondence, prepare documents and make arrangements from brief instructions;
• Communicate clearly and effectively orally and in writing;
• Organize, set priorities and exercise sound independent judgment within areas of responsibility;
• Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies;
• Understand and follow written and oral instructions;
• Maintain sensitive and confidential information;
• Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals;
• Establish and maintain highly effective working relationships with NHA executives, elected and appointed officials of governmental agencies, staff, community and business leaders, the media and others encountered in the course of work.

Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or GED equivalent and six (6) years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience; a typing certificate of at least fifty (50) words per minute.

LICENSES, CERTIFICATES & SPECIAL REQUIREMENTS:
Must possess a valid California Driver’s License. Typing Certificate must be current and issued within the last six (6) months. Must pass and maintain a criminal background check clearance. TB test required upon hire and must be maintained every four (4) years.

APPLICATION SUBMITTAL INSTRUCTIONS:
Please apply on the Agency website at www.neighborhoodhouse.org. Applications must be fully completed (per instructions), signed, and dated when submitted. Any applicable supplemental application questions and/ or certifications must be attached to the application at the time the application is submitted. All statements on the application will be subject to verification and investigation prior to employment. In order for your education or certification(s) to be considered, you must attach a copy of your official degree transcripts or diploma or foreign equivalency report and/or certification to your application. Please only submit the documents required.

NOTE: Only those candidates being considered will be contacted for an interview and reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions of job on a case by case basis.

ABOUT NHA:
The Neighborhood House Association is a non- profit organization. Head Start positions are funded in whole or in part by money provided through the State and Federal Government. Additionally, some Social Service Program positions may be funded in whole or in part through grant funds. Because positions and salaries may be funded through grants, and State and Federal funds ongoing employment will be contingent upon the continued receipt of these funds.

BENEFITS:
Eligible employees receive the following benefits:
• Vacation;
• Sick leave;
• 13 paid holidays;
• Two (2) personal days;
• Four (4) days annual bereavement leave;
• 401K Retirement Plan;
• Medical;
• Dental;
• Flexible Spending Account (FSA);
• Life & Disability insurance;
• Supplemental Life & Voluntary Products;
• Social Security;

**Medical and dental benefits are provided to regular employees who work a minimum of 30 hours per week.**

INTRODUCTORY PERIOD:
All regular appointees serve a six (6) month introductory period.

CITIZENSHIP/IMMIGRATION STATUS:
In accordance with the Immigration Reform and Control Act of 1986, Neighborhood House Association hires only U.S. citizens and others lawfully authorized to work in the U.S.

This Job Announcement is not an offer of employment. The provisions of this job announcement do not constitute an express or implied contract. Any of the provisions contained in this job announcement may be modified or revoked without notice. Any person who is hired may voluntarily leave their employment upon giving proper notice, and may be terminated by the Agency at any time and for any reason. Any oral or written statements to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employee.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Please note that offers of employment are only valid if they are made by the Human Resources Department