Administrative Assistant

• Welcome and guide visitors, address inquiries, and provide information while directing calls to the appropriate staff members
• Handle incoming and internal phone calls, take messages, and ensure callers receive accurate assistance or are connected to the right personnel
• Manage appointment scheduling, maintain calendars for community events, and assist in organizing meetings, including sending notices and recording minutes
• Prepare agendas and presentation materials as instructed, ensuring all documents are completed accurately and on time
• Create and oversee work orders for janitorial services, facility maintenance, and equipment repairs
• Review preliminary payroll data for accuracy, submit corrections, and provide administrative support as needed
• Verify vendor accounting records for accuracy, process invoices, and record journal entries or other transactions
• Draft correspondence, memorandums, and other documents, ensuring clear and precise formatting
• Maintain organized files and records for commissions, committees, and departments, ensuring easy retrieval when needed
• Monitor inventory levels of office supplies and coordinate reordering to ensure staff needs are met

• High school diploma or equivalent is required
• Minimum of three years of clerical experience
• Bilingual proficiency in English and Spanish is preferred
• Valid driver’s license with a satisfactory driving record as per company policy
• Ability to produce clear and accurate written documents with proper grammar and punctuation
• Strong organizational skills and attention to detail for managing files and multitasking effectively
• Proficient in basic arithmetic for processing invoices and payroll corrections
• Excellent interpersonal skills to interact professionally with internal and external stakeholders
• Capable of working independently while maintaining confidentiality and meeting deadlines

Bilingual proficiency in English and Spanish

• Medical, vision, dental, and life and disability insurance
• Eligible to enroll in company 401(k) plan