Bilingual Administrative Assistant - 77090 - Dynamic Service Solutions

Job Summary

Administrative Assistants are responsible for the oversight of the administrative duties of the office which includes; monitoring and tracking daily activities, purchasing supplies, making employee and UAC travel arrangements, and other support functions. This position will coordinate support for lead staff and in all other areas as needed.

Essential Functions:

1. Draft department correspondence and communication as directed by management.
2. Arrange catering and conference room setup for company meetings and events.
3. Order and maintain office inventory supply.
4. Compile receipts for expense processing.
5. Prepare documentation as needed for management within company.
6. Maintain calendar for management team and executive team.
7. Assist to evaluate the project descriptions, needs, goals, activities, and uses of funds.
8. Provide excellent customer service to callers and visitors to our office facility.
9. Create documents and reports using Microsoft Suite (Outlook, Excel, Power Point, and Word), SharePoint, OneDrive to perform various administrative functions daily.
10. Assist to monitor performance and determine the need for improvements.
11. Maintain files both paper and electronic.
12. Assist with special projects as needed.
13. Process applications and file records.
14. Complete all forms as requested.
15. Answer queries by searching and retrieving files.
16. Create new folders and files and update file information.
17. Perform data entry and aid in the retrieving of information.
18. Ensure files are complete.
19. Run reports weekly for management.
20. Assist ensuring program operations and activities adhere to legal guidelines and internal policies.
21. Accountable for the daily operations and administrative duties of residential facility and its outcomes when Program Director is not physically on the work site.
22. Adheres to the compliance guidelines for Administration for Children and Families and ORR.
23. Discover ways to enhance efficiency and productivity of procedures.
24. Keep senior management informed with detailed and accurate reports or presentations.
25. Assist and review reports prepared by managers to determine issues and proofread i f needed.
26. Other task and responsibilities as assigned.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

Qualification and Requirements

Level: High School Diploma or equivalent.

• Associate or bachelor’s degree in business Admin or relevant field preferred.
• 3- 5 years of administrative experience.
• 1 year of data collection and analysis.
• Must be bilingual in English/Spanish (speak, read and write).
• Previous experience performing data analysis and collection tasks is required.
• Proficiency in Microsoft Office suite.
• Proficiency in SharePoint and OneDrive.
• Strong organizational skills and attention to detail.
• Extensive experience with data entry, record keeping and computer operation.
• Previous experience answering, routing and screening telephone calls.
• Previous experience monitoring and escorting facility visitors and personnel.

PLEASE NOTE: MUST BE WILLING TO BE TRAINED AT OTHER LOCATIONS (77033 AND 77035) - LENGTH OF TIME TO BE DETERMINED UPON HIRE

Working Conditions/ Physical Effort

Work is performed mostly in an office setting. Some overnight travel, public speaking, evening and weekend work are requirements of the position. Regular computer works also required. While performing the duties of this job, the employee is required to stand; walk; sit; finger, handle, or feel objects, or controls; reach; climb stairs; balance; stoop, kneel, or crouch; talk and hear. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The physical demands and work environment characteristics described above are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.

Dynamic Service Solutions is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, political affiliation, marital status, genetic information, disability, age, military service or veteran status, parental status, or other non-merit factors. Dynamic Service Solutions is also committed to complying with all fair employment practices regarding citizenship and immigration status.

We participate in E-Verify.