United Boys and Girls Clubs of Santa Barbara County Job Description

JOB TITLE: Administrative Assistant DEPARTMENT: Administration REPORTS TO: Executive Director FLSA Status: Non-Exempt Hourly Rate: $15.00 per hour plus benefits: (Health, Dental, Pension, PTO).

SUMMARY Provide administrative support to the Executive Director and other administrative staff, as necessary. Prepares correspondence and reports and assists with special projects and fundraising events. Maintains electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information. Responsible for answering phones, providing general information, referring callers, taking messages. Must have advanced skills in Word, Microsoft Office, and Excel. Must have reliable transportation.

ESSENTIAL DUTIES 1. Performs regular secretarial duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofreads all materials for accuracy prior to supervisory review and signature. 2. Maintains supervisor’s calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. Prepare meeting agenda and minutes, as requested. 3. Maintains master schedule of Club activities and events, collecting and disseminating information to Club staff, volunteers, members and families as instructed. 4. Answers telephones, providing general information, referring callers, taking messages. 5. Maintains electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information. 6. Pick-up and process mail, complete daily cash logs. 7. Monitor office supply inventory and order supplies as necessary. 8. Responsible for managing inventory of office equipment and service contracts, performing routine maintenance activities and contacting service representatives as needed. 9. Set up & attend Board meetings take minutes, type, and distribute information as assigned. 10. May monitor and log staff attendance and transmit attendance data to payroll. 11. Maintains and updates database, supports large mailings, and event correspondence. 12. Prepares basic reports and event summaries. 13. Perform other related secretarial or administrative duties as requested.

Administrative Assistant 1 111 14. Provide support to Special Events.

15. Other duties as needed.

RELATIONSHIPS: Internal: Maintains close, daily contact with Club staff (professional and volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/ instructions; instruct; and advise/counsel. External: Maintains contact with members, families and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.

Supervisory Responsibilities This job has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience Associate's degree (A. A.) or equivalent from two-year College or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Administrative Assistant 2 111 Computer Skills To perform this job successfully, an individual should have knowledge of Internet software; Spreadsheet software and Word Processing software.

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 is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and color vision.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The working environment is a normal office environment and the noise level is usually moderate.

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