Neighborhood House Association

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OFFICE ASSISTANT II - HEAD START

at Neighborhood House Association

Pay: $15.88 to $17.53/hour
Posted: 1/21/2019
Job Status: Full Time
Keywords:

Job Description

42 Week Position

Basic Job Assignment:

Under general supervision, performs a wide variety of routine to moderately difficult clerical support functions, including greeting visitors in person and by telephone, data entry and records management duties; types a variety of correspondence, documents, reports and other materials requiring skilled word processing; and performs related duties as assigned.

Employment Requirements:

The ideal candidate will have extensive knowledge and experience in: Office administration practices and procedures;

Correct English usage, including spelling, grammar and punctuation; NHA and EHS section rules, policies and procedures applicable to assigned areas of work; Recordkeeping and filing practices and procedures; Word processing, spreadsheet and other standard business software; and Records management practices and procedures. The ideal candidate will also have the ability to: Operate a computer terminal and/or computer using word processing, spreadsheet, database and other standard business software; Operate standard office equipment; Communicate clearly and concisely, both orally and in writing; Organize, set priorities and exercise sound independent judgment within areas of responsibility; Organize and maintain office and specialized files; Understand and follow written and oral instructions; Prepare clear, accurate and concise records and reports; Use tact, discretion and courtesy in dealing with officials, the public and others encountered in the course of the work; Establish and maintain effective working relationships with NHA managers, employees and others encountered in the course of work; Ability to perform high-volume data entry accurately and at a speed to meet established production standards. In addition, the candidate should possess a professional presence, be approachable and committed to creating an open and customer focused department, and has demonstrated experience working with culturally and ethnically diverse, low income or no income clients and unique populations.

Qualifications:

  • Graduation from high school or G.E.D. equivalent; AND
  • A minimum of three years’ office clerical or secretarial experience; AND
  • Ability to type a minimum of 40 words per minute. A typing certificate must be submitted with application
  • Proficient in Microsoft Word and Excel;
  • Valid California Driver’s License;
  • Certification in pediatric first aid and CPR must be met within 90 days of employment;
  • Must meet and maintain state law and county licensing requirements regarding employment in a childcare center (fingerprints, TB, physical, immunizations).       

Example of Major Functions:

  • Types, formats, edits, revises, proofreads and prints notices, reports, correspondence, memoranda, transmittal sheets, statistical charts and other documents;
  • Composes routine correspondence including typing from rough notes, drafts and brief oral instructions;
  • Edits and revises materials;
  • Creates and maintains databases of records, lists and projects;
  • Generates reports and documents including standard statistical spreadsheets;
  • Designs and revises routine to moderately difficult forms, charts and graphs;
  • Operates a computer and performs word processing and / or data entry in accordance with standard procedures and computer software requirements;
  • Verifies the accuracy of materials produced and / or input data;
  • Operates a variety of standard office equipment;
  • Provides secretarial and general office support services for managers, supervisors and staff;
  • Schedules meetings and makes meeting arrangements;
  • Prepares and distributes agendas and minutes;
  • Collects data, compiles required information and types standard agreements and contracts for approval, signature and execution;
  • Maintains a variety of standard office and specialized records and files;
  • Prepares manuals, computer logs, and files;
  • Summarizes information and prepares routine reports;
  • Picks up and distributes incoming mail;
  • Opens, logs and routes incoming office mail and stuffs, sorts and prepares outgoing mail; also mails requested materials and documents;
  • Retrieves, delivers and sends faxes;
  • Acts as receptionist for assigned unit/ office; answers, screens and refers telephone calls, takes telephone messages;
  • Assists clients and others in person and / or by telephone;
  • Responds to questions and complaints in a professional manner;
  • Copies, compiles and distributes documents and materials;
  • Sorts, codes, cross-references, duplicate and file a wide variety of records and documents;
  • Pulls files upon request and makes new file folders;
  • Retrieves, duplicates and distributes copies of records;
  • Creates and maintains chronological files;
  • Maintains up-to-date file listings, indexes and cross-references;
  • Monitors and maintains inventories of standard office supplies and materials;
  • Types purchase requisitions and check requests;
  • Operates a variety of standard office equipment;
  • Performs miscellaneous clerical and secretarial tasks;
  • Troubleshoots and performs minor maintenance on duplicating equipment and other office machines;
  • Submits requisitions for duplicating equipment supplies, repairs and services.

Application Instructions

Application and Supplemental Questionnaire must be fully completed (per instructions), signed and dated when submitted. The Questionnaire can be found at the end of the job announcement pdf. If you have CD/ECE units, submit copy of official transcripts with your application to receive consideration. Applications and job announcements may be obtained at the above address; 841 South 41 st Street, San Diego, CA 92113; or you may refer to www.neighborhoodhouse.org. NOTE: 1 - Only properly completed and submitted applications will be considered. Notifications will not be sent for applications that do not meet submission requirements. 2 - Applications of candidates who do not meet the stated position requirements will not be considered. Only those considered for interview will be contacted.