Full-time Administrative Assistant

Job Duties in order of Importance

50% Coordinates basic office activities; independently researches and responds to inquiries (telephone, email, in-person, US mail, etc.); provides bilingual assistance in person or by the telephone (e.g., prepares written translations, English to Spanish or Spanish to English, etc.), compiles data, formats and types reports; gathers statistics and may compile in report form; performs research and writes reports to present information. Assists in the preparation of articles/information for newsletter and website, independently composes and produces correspondence, etc. Processes bills for payment; tracks expenditures; establishes and maintains computerbased spreadsheets in order to provide up-to-date account information as needed; keeps inventory of office supplies and order supplies as needed. Maintains personnel files; distributes and collects needed documents and forms from Commission members and staff. Organizes meeting materials; produces Commission meeting minutes; organizes and prepares and distributes monthly Commission meeting materials including meeting notices and Commissioners reference books, prepares materials for other
meetings as needed.

15% Organizes meeting materials; produces Commission meeting minutes; organizes and prepares and distributes monthly Commission meeting materials including meeting notices and Commissioners reference books, prepares materials for other meetings as needed.

30% Provides secretarial assistance through routine administrative tasks; acts as office receptionist, answers telephones, takes messages, composes and types routine correspondence using personal computer and/or IBM typewriter, opens, sorts and distribute mail, finalizes and prepares correspondence for mailing, makes and maintains photocopies for correspondence files, etc. Makes reservations or arrangements for meeting rooms; arranges hotel accommodations for board members and/or Commission staff; prepares travel expenditure reports.