SUMMARY OF PRIMARY FUNCTION:
Under the direction of the Executive Assistant and in line with Tri-Valley’s philosophy, mission and goals, the Administrative Assistant / Office Coordinator has primary responsibility to ensure the smooth operation of the Tri-Valley office, including the flow of communication, assistance to the Chief Executive Officer and others in the Management Team and management of the reception area.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Oversees general office operations.
Assists Management Team members with administrative tasks as requested.
Maintains general office files, records, and forms.
Ensures maintenance is carried out on non-IT office equipment, as needed.
Orders office and building supplies and maintains proper stock levels.
Liaises with custodial vendor and ensures services are performed.
Ensures that Administrative Office mail is effectively picked up, processed, and delivered daily.
Acts as Receptionist/Switchboard Operator.
Greets and provides general support to visitors.
Manages the booking of meeting rooms, as needed.
Prepares and types from rough drafts or dictation, letters, reports, memoranda and agency correspondence of a confidential or sensitive nature as needed.
Assists Fiscal Department with duties related to Internal Controls.
Assists the Executive Assistant with the processing and filing of Head Start Contracts.
Responsible for the Administration Office’s petty cash.
Maintains proper documentation of logs and reconciles balances daily, or as needed.
Coordinates annual office event(s).
Associate degree or two years equivalent experience in business, communications, computer systems or related field.
Two years of experience working in an administrative support capacity, performing similar functions.
Outstanding interpersonal, written and verbal communication skills, and an excellent command of the English language.
To include but not limited to extensive knowledge of spelling, punctuation, grammar, correspondence composition and format.
Excellent knowledge and comfort level in the daily use of email, internet, and software systems, including Microsoft Word and Excel.
Comprehensive knowledge of business and administrative support procedures and standard office equipment operation, i.
e.
: copiers, and printers.
Demonstrated attention to detail in composing, typing and proofing professional business writing materials, establishing priorities, and meeting deadlines.
Tri-Valley is a non-profit community action agency.
We believe in the value of all human beings.
It is that belief that drives our efforts to identify needs, seek resources and provide opportunities for people to thrive.
Our work is committed to strengthening our communities so that its citizens have better places to live, work, worship and enjoy.
The mission of Tri-Valley Opportunity Council, Inc.
is to provide opportunities to improve the quality of life for people and communities.
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