Position Summary

The Administrative Assistant position provides the opportunity to perform a variety of administrative tasks that promote efficiency in the daily operations of the office. Requires excellent people relations skills, knowledge of office systems, basic bookkeeping skills, and sound knowledge of agency programs, procedures, and policies. Incumbent must be well organized and able to interact effectively with agency staff and the general public.

Responsibilities

The Administrative Assistant will perform administrative duties including, but not limited to:

Perform all work in a manner consistent with the National Youth Advocate Program’s mission, values, and philosophies.
Arrange annual conferences, regional conferences, training sessions and workshops, and all other public relation events as requested.
Enter all program information into computer, maintain databases, and update all changes, additions, deletions, etc.
Provide quarterly and annual reports on all children served by the agency.
Coordinate newspaper advertisements for the program, advocates, and agency employees.
Provide training and supervision to area office specialists and other administrative staff as required.
Provide appropriate documentation for the payment of all expenses incurred by the agency, and maintain an ongoing log of agency bills and expenditures if required.
Attend meetings and record and distribute meeting minutes as assigned by the Director.
Provide any statistical data as required.
Maintain adequate office supplies.
Coordinate office equipment purchases, maintenance, and maintenance contracts.
Provide notary public services for the agency.
Provide general administrative support services for the assigned office.
Provide testing and evaluations in the recruitment and selection process for vacant office specialist positions.

Qualifications

Minimum Qualifications

High School Diploma or GED equivalent.
Bilingual preferred.
Previous experience and proficiency in the use of various office machines, including computers.
Basic bookkeeping skills and experience.
Proficiency with Microsoft Office, including Excel and Word.
Proficient use of desktop and laptop computers, smart phones and tablets, printers, fax machines and photocopiers as well as software including word processing, spreadsheet and database programs.

National Youth Advocate Program (NYAP)

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