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Community Action, Inc. of Rock & Walworth Counties
Job Description
Job Title: Administrative Assistant EEO Category: Clerical
Department: Housing and Energy
Salary Level: 6
Reports To: Administrative Lead Approved Date: Draft
FLSA Status: Non Exempt
Revised Date:
SUMMARY: Responsible to the Weatherization Program Manager to provide administrative support to the Weatherization program. Duties include performing general clerical, receptionist, data tracking and data entry, scheduling, and project based work according to CAI policies and State of Wisconsin Weatherization Program rules and requirements. Must project a positive, professional image and with strong interpersonal communication, organizational, problem resolution skills.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
- Verify data from completed forms or other documents for accuracy and completeness.
- Data entry of auditor, crew, & or inspector forms into database.
- Provide direction or assistance to providers and users of information regarding data requirements and status of paperwork.
- Prepare, process, and maintain specialized schedules, forms, reports, records and files.
- Maintain various logs and other manual and electronic record-keeping systems related to the Weatherization program.
- Confer regularly with immediate supervisor, other personnel, and/or individuals outside the organization to plan and coordinate activities, exchange information, resolve problems.
- Answer and screen telephone calls and provide referrals to other community resources as needed.
- Meet and greet clients and visitors to the department and direct to the appropriate staff.
- Order and maintain office supplies.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing (regular, bulk & UPS), and filing.
- Support staff in assigned project based work.
- Setup and coordinate meetings and conferences.
- Perform other related work as assigned within the scope of responsibility and skills required for the job.
The above statements reflect the general details necessary to describe the major functions of this position and are not intended to be a detailed description of all the work/functions that may be required
QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE:
· High School Diploma or general education degree (GED) required.
· Post secondary education in business or related field desired.
· Minimum one year experience in a responsible/confidential clerical position required or equivalent experience may be substituted for education at the discretion of the employer
LANGUAGE SKILLS:
· Requires excellent listening, verbal, and written communication skills, with strong attention to detail and accuracy.
MATHEMATICAL SKILLS:
· Knowledge of basic math facts: adding, subtracting, multiplying, dividing, fractions, and percentages.
· Ability to translate numbers to required reports.
REASONING ABILITY:
· Ability to interpret a variety of instructions in written, oral, or diagram form
· Ability to solve problems requiring decision-making skills where limited standardization exists.
CERTIFICATES, LICENSES, REGISTRATIONS:
· Access to reliable, licensed,insured driver and transportation.
OTHER SKILLS AND ABILITIES:
- Proficient in computer data entry and Microsoft Word and Excel applications.
- Strong interpersonal skills and ability to work effectively with a wide range of people of all ages, incomes, and cultural backgrounds.
- Strong customer service and organizational skills.
- Proficient in organizing and maintaining complex filing and records systems.
- Bookkeeping/accounting training or experience preferred.
- Ability to adapt and respond appropriately to the demands of various situations.
- Ability to work in fast paced environment with multiple interruptions.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Regularly required to sit; use hands to finger, handle and touch; and talk and hear.
· Often required to stand, walk, reach above shoulders and occasionally climb, balance, stoop, kneel, crouch or crawl.
· Occasionally lift and /or move up to 25 pounds.
· Required to use close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.
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WORK ENVIRONMENT: The work environment characteristics described here are representative of those 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.
· The noise level in the work environment is usually moderate.
· The employee must be able to concentrate in a chaotic office environment with the ability to multi-task and maintain accuracy within job duties.
The job description does not constitute an employment contract between Community Action and the employee and is subject to change by Community Action as the needs of the department and the requirements of the job change. |