Administrative Support Assistant (Front Desk) - MAAC (Metropolitan Area Advisory Committee)

Under general direction from an assigned supervisor, the Administrative Support Assistant (ASA) is responsible for performing a wide variety of office and customer support duties while ensuring program compliance with the State of California, San Diego County, and MAAC's policy, procedures, and guidelines.
 

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Interacts with current and prospective program participants (virtually or in-person), serving in various support roles as needed (e.g. reception, cashier, etc.). Able to communicate accurate information regarding policy/procedures and/or refers participants to appropriate resources or personnel.
• Schedules/Reschedules participants for program services. Conducts intake interviews, prepares/sends appropriate contracts and other pertinent information for participant case file. Records attendance, changes in addresses, phone numbers, emails, and other related information related to participant profile. Produces, maintains, daily related reports as required.
• Performs open/close cashiering functions and follows cash/credit card deposit protocols. Collects payments and processes appropriate transactions. Assists the fiscal supervisor and other staff members with letters/reports for participants.
• Performs other related duties as assigned and attends meetings and trainings as required.

Knowledge, Skills and Abilities:

• Knowledge of standard office practices and procedures, including filing and record keeping
• Knowledge of human relations; oral and written communication skills
• Knowledge of Title IX requirements and State regulation policies and procedures
• Knowledge of basic phone etiquette and able to use a multi-extension phone system
• Ability to use Intermediate level word processing/data entry skills
• Ability to manage records, knowledge of general office systems and procedures
• Ability to provide good customer service when assisting participants in person or over the phone
• Ability to be highly motivated and effectively learn new tasks
• Ability to interact and communicate clearly, effectively, and in a professional manner
• Ability to perform cash handling transactions with accuracy and efficiency
• Ability to display flexibility and handle multiple work priorities with frequent interruptions
• Ability to display non-judgmental, empathetic listening skills while working with participants to problem solve regarding required documentation, referrals, and scheduling conflicts
• Ability to understand and follow confidentiality requirements/procedures and maintain strict confidentiality of sensitive participant information and agency records
• Ability to handle a broad range of interpersonal contacts and highly sensitive, confidential documents and information
• Ability to work a flexible work schedule which will include days, evenings, and/or weekend shifts
• Ability to be well organized, meet deadlines, and be detail oriented

• High School diploma or GED.
• Two (2) years education and/or experience in clerical/office environment which includes operational skills listed above.
• Experience/knowledge in Microsoft Word/Excel for Windows
• Six (6) months hands-on-work experience and/or accredited training OR nine to twelve units from an accredited college or university in word processing/data entry
• Bilingual in English and Spanish preferred

VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions
Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
Identifies and takes advantage of opportunities for personal and professional development
Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
Follows rules, regulations, and policies; positively contributes to implementing changes
Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.

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