Administrative Office Assistant

JOB DESCRIPTION

JOB TITLE:                            ADMINISTRATIVE OFFICE ASSISTANT

EMPLOYEE STATUS:          At Will, Non-Exempt, Full Time

AGENCY:                              Central Valley Training Center

SUPERVISES:                       N/A

REPORTS TO:                       Culture & Experience Manager

WORK TYPE:                        In-Person

STARTING SALARY:             $24.10/hr.

BENEFITS OFFERED:         Medical, Dental, Vision, and Life Insurance, 401k, Vacation, Sick, Holidays, and Personal Holidays

(This job description is not an implied contract for employment.  It is a management tool for assigning work.)

STATEMENT OF JOB

Under the direct supervision of the Culture & Experience Manager, the Administrative Office Assistant is responsible for managing front office operations which provide support services to administrative services.  The support services will consist of receptionist, general clerical, word processing/data entry and assisting Human Resources with other administrative tasks. The Office Assistant must maintain the required status as a confidential employee.  

ESSENTIAL DUTIES AND RESPONSIBILITIES

Daily Tasks

• Receives, monitors and directs all incoming calls; takes messages; and communicates appropriate action.
• Answer routine inquiries regarding job openings and CVTC services.
• Process mail/FedEx daily. Responsible for all outgoing/incoming faxes. 
• Provides support to the Human Resources Records Department, including filing and/or scanning correspondence, data, and various personnel records.
• Maintains an organized, professional environment in the office and ensures general upkeep.
• Updates documents and checklists in the HRIS system including new hire orientation packets.
• Ensure all documents are labeled, filed, and stored appropriately.
• Prepare and scan various documents for electronic retention purposes.
• Ensure that shredders are emptied, copiers are stocked with paper, and breakroom supplies are restocked, at the end of each day. 
• Ensure that conference rooms are tidy and clean at the end of each day.
• Support a positive team working relationship with a professional work ethic and attitude.
• Maintain Confidentiality.
• Perform other related duties as assigned.

Weekly Tasks

• Greets all visitors; answers questions; and gives directions; provide applications for employment to prospective employees.
• Assists the Human Resources department in completing Verifications of Employment in a timely and accurate manner.  
• Will assist with sending correspondence to applicants and employees.
• Coordinate and accommodate the conference room and set up miscellaneous team meetings.
• On a weekly basis monitors maintenance of office equipment.
• Inventories and purchases of office supplies as necessary.
• Locate and provide requested documents to authorized personnel.
• Archive outdated records for retention purposes.
• Safely dispose of records according to company policy and legal guidelines.
• Assists the Human Resources Department by taking photos of new hires during orientation and creating company ID cards.
• Assist the Human Resources Department by ensuring orientation iPads are charged and in working order.
• Assist the Accounting department with end of week’s filing.

Monthly Tasks

• Provides support in assisting with the maintenance of the HR filing system and participating in audits of personnel files.
• Assist in distributing written and/or testing materials used to interview applicants.
• Update all forms when needed for master files.
• Run errands outside of the office to include postal drop offs, site drop offs, etc.
• Will provide support to the Culture & Experience Manager as assigned or directed.
• Assist the Human Resources department in creating orientation and event promotion bags.

DESIRED SKILLS AND ABILITIES

Language Skills:

• Clear and timely communication with others.
• Follow written and verbal directions.
• Present information effectively, accurately and thoroughly in a style others can understand and act upon.
• Listen to others’ information, ask questions that clarify the intended message, and respond to questions from managers, consumers, and outside organizations.

Writing Skills:

• The written work is thorough and accurate.
• Written materials are provided in a timely manner and in a style others can use.

Mathematical Skills:

• Calculation of figures and amounts including addition, subtraction, multiplication, division, and percentages.
• Ability to apply basic math concepts.

Computer Skills:

• Experience using HRIS systems.
• Excel – Ability to develop and copy formulas and format worksheets.
• Word – Ability to keyboard, prepare letters, and simple documents including formatting,          table development and spell check.

EDUCATION and/or EXPERIENCE

• High School Diploma or equivalent; two years' experience in an office environment as a office assistant.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee must have the ability to sit, stand, walk, bend, squat, climb, kneel; use hands to finger controls; and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• Please note: This job description is not intended to be all-inclusive. The Employee will also perform other reasonable related business duties as assigned by the immediate supervisor and/or management staff as required. Assignments and duties may require additional work beyond normal work hours.
• Central Valley Training Center, Inc. reserves the right to revise or change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment, but rather a management tool for assigning responsibility.

ESSENTIAL REQUIREMENTS OF THE JOB

• Must be physically and mentally fit to work with clients who are potentially dangerous to self or others in accordance with the Company’s Physical and Mental Fitness standards; must be willing to complete a health screening physical examination that includes a drug screen.
• Must meet state personnel licensing standards.
• Must be willing to work within a culturally integrated workplace, and be willing to respect human differences based upon race, religion or religious creed, religious observance, color, caste, indigeneity, age, sex, sexual orientation, gender identity, gender expression, transitioning, or transgender status, genetic information, national origin, ancestry, protective hairstyles (including, but not limited to braids, twists, and locks, etc.) marital status (includes lawfully recognized same sex marriages), medical condition, disability, military service, military and veteran status, pregnancy, childbirth and related medical conditions, reproductive health decision making, off-duty cannabis use, and any other classification protected by federal, state, or local laws, regulations, ordinances, and any other characteristic that distinguishes people from one another.

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