Southwest Key Programs Inc.

  • Administrative Assistant PT TEMP

    Location US-TX-Austin
    Posted Date 1 month ago(1 month ago)
    Job ID
    # Positions
  • Job Summary:

    The Administrative Assistant is responsible for administrative support to the program staff handling clerical and operational duties.  Local travel is required based upon the needs of the Program.

    Essential Functions:

    • Answer phone calls in a prompt and friendly manner and direct calls to appropriate parties or take messages.
    • Prepare invoices, reports, memos, letters, financial statements and other documents in an accurate and timely manner, using word processing, spreadsheet, database, or presentation software.
    • Greet visitors in a prompt and friendly manner.
    • Open, sort, and distribute incoming correspondence, including faxes and email.
    • Perform general office duties, such as ordering supplies, maintaining records management database systems.
    • Attend and present at community events.
    • Meet with potential mentors to distribute program information.
    • Schedule and intake prospective clients for mentor programs or assist staff with intake process
    • Assist with creating media campaigns.
    • Manage, organize and implement an efficient file system to include: documents, records, and reports.
    • Maintain accurate and current information for billing, data collection, accounts, petty cash and budget.
    • Regular and punctual attendance.
    • Drive on behalf of Southwest Key for a variety of program events and duties in personal vehicle to purchase supplies, pick up funding information from sources and other errands as needed.

    Other Functions:

    • Distribute and gather paperwork to and from mentors and clients
    • Assist with training, duplication of materials, setting up and clean up after training
    • Help maintain the program’s calendar and assist with scheduling for program staff and clients
    • Assist with uploading and maintaining timesheets for program staff.
    • Able to react to change productively and handle other essential tasks as assigned.

    Qualifications and Requirements:

    • High school diploma or equivalent with at least one year experience working in an office/secretarial role.
    • Well organized, detail oriented and strong work habits. Works well independently and as an effective team member.
    • Knowledge of administrative and clerical procedures and systems such as Microsoft office software, managing files and records, data collection and analysis, designing forms, and other office procedures and terminology.
    • Must possess a valid driver’s license, registration and maintain state mandated care insurance.
    • Bilingual in English/Spanish is strongly preferred.

    Physical Demands:

    Must be able to obtain First Aid Certification (CPR). Bending, stooping and lifting up to 15 lbs required to complete daily tasks. Extensive driving may be required. Job requires extended periods of sitting and daily use of various office equipment.

    Work Environment:

    General office environment with moderate noise. This position involves up to 75% travel as needed to support the program. A busy environment with many unscheduled interruptions. Frequent computer use at workstation for extended periods of time. Public contact position requiring appropriate business apparel.


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