ADMINISTRATIVE ASSISTANT at Boys and Girls Clubs of Puerto Rico

TITLE: Administrative Assistant

AREA: Operations

PILAR : Educational Pillar

REPORTS TO: Educational Coordinator

STATUS : o Full time - Hourly o Full time - Salary Part Time - Hourly

CLASIFICATION (FLSA): o Exempt Non-Exempt

GENERAL DESCRIPTION: Provide administrative and clerical support for the Education Pillar. Develop requisitions, manage budget and other financial process. Collaborate in the data collection, operational and programmatic compliance, documentation and report process.

TASKS AND ESSENTIAL JOB RESPONSIBILITIES:

• Develop requisitions, manage budget and other financial process.

• Perform clerical and administrative tasks.

• Assists with communication and documentation regarding the status of projects, programs and activities.

• Scribing notes during meetings both internally and with external resources.

• Collaborate in the follow-up process and meetings following operation procedures.

• Ensure the collection of documents, folders, and both digital and hard copy documentation as required.

• Collaborate in promotions and outreach initiatives to ensure participants' and families' orientations and recruitment.

• Collaborate in the collection of data and data entry.

• Assist in the communication of results and best practices of programs and procedures.

• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, and presentation software.

• Maintained office supplies and equipment, obtained quotations, check inventory, and made purchased orders as needed.

• Perform any other task requested by the supervisor.

EXPERIENCE, EDUCATION, SKILLS & KNOWLEDGE REQUIRED:

• Bachelors degree in office systems, administration, education, or related areas required.

• At least two (2) or more years of experience in related administrative areas.

• Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

• Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

• English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

• Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.

• Interacting with computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

• Normal internal office environment with some travel to Club locations across Puerto Rico. Availability to engage funders on evenings and weekends is a core part of this position. Frequent internal contact with employees throughout the organization is required.

DISCLAIMER:

• The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

• An Equal Employment Opportunity Employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.