Job Information
Community Council of Idaho Admin Assistant to MSHS Director in Caldwell, Idaho
This job was posted by https://idahoworks.gov : For more information, please see: https://idahoworks.gov/jobs/2218950
Status: Exempt / SALARY Reports to: MSHS Director Medical, Dental, Vision, 401K, Vacation, Paid Holidays
Essential Duties and Responsibilities (This is not an exhaustive list of all duties/responsibilities. Other duties may be assigned)
- Coordinate calendar, schedule appointments and travel arrangements to support the Migrant Seasonal Head Start (MSHS) Director and organizational projects and/or objectives.
- Maintain calendar of due dates for reports, performance evaluations, meetings and/or appointments for the Director
- Review materials for the Directors signature
- Review materials for the President of the Policy Council
- Coordinate distribution of vital information to appropriate administrative staff, program directors and Policy Council
- Conserve Directors time by reading, arranging, researching, and routing mail correspondence.
- Ensure efficient processing of callbacks by arranging calls and providing back up materials to the Director.
- Maintain professional and technical knowledge by attending educational workshops, reviewing professional applications, and establishing professional network.
- Responsible for confidential, time sensitive material and maintaining administrative files.
- Represent the Director by attending meetings or speaking on behalf of the Director in his/her absence.
- Prepare travel arrangements for MSHS Director and Assistant Directors
- May enter purchase orders, invoices, create check requests and travel per diems.
- Assist Administrative Assistant in the purchase and procurement of supplies and services Prepare reports to Policy Council, attend Council meetings, and take and prepare minutes.
- Oversee Policy Council processes and planning i.e., meeting locations, schedule travel arrangements, trainings, and communication.
- Relieve Director of administrative details; update and chase delegated tasks to ensure progress to deadlines Greet and screen internal and external visitors to control interruptions.
- Check deadlines on incoming requests and put preliminary work in play.
- Reply on own initiative or through Director dictation or notes.
- Executive Assistant is responsible for covering the front desk in the absence of support staff.
- Maintain and adhere to a strict code of confidentiality.
- Perform all work duties and activities in accordance with CC Idaho policies, procedures, and safety practices.
Qualifications
Required
- High School Diploma or GED
- Ability to read, speak, and write in both English/Spanish in a business setting.
- Minimum three years of related experience in an executive office environment
- Current driver\'s license and proof of auto insurance
- Must pass a background check.
- Excellent grammar skills, planning and organizational skills.
- Strong writing capabilities for letters, reports, and minutes
- Exemplary customer service skills must be detail oriented and handle multiple complex tasks.
- Microsoft Office, Presentation, Time Management Skills
- Accurately type 40wpm.
Preferred
- Associate degree in business or related field
Required Physical Demands
- Is frequently required to stand, walk; climb or balance, sit, stoop, kneel, crouch, or crawl; reach with hands and arms.
- Must be able to lift and/or move up to 25 pounds.