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Administrative Assistant

Another Source. • San Diego, CA

Posted 7 days ago

Job Snapshot

Travel - None
Experience - 3 to 5 years
Degree - High School
Construction, Government - Civil Service, Not for Profit - Charitable
Admin - Clerical
Relocation - No


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Job Description

Another Source's client, Civic San Diego, is recruiting an Administrative Assistant to join their team.

Here's a little about Civic San Diego and the position they are recruiting for:

Civic San Diego is a city-owned nonprofit corporation that is the entrepreneurial development partner for targeted San Diego communities charged with stimulating public-private partnerships, encouraging economic development, enhancing the quality of life and ensuring the social vitality of underserved neighborhoods.

The CivicSD vision is revitalized urban neighborhoods that are great places to live, work and recreate, making San Diego economically competitive with the world's best cities. Our mission is to be the entrepreneurial partner for improving economic and social well being in a better built environment for targeted urban neighborhoods.

Working for CivicSD means being a part of a close knit team where your work is valued and professional growth is encouraged. This position offers competitive compensation and excellent benefits.

  • Accurately type correspondence, contracts, agreements, specialized forms, reports, memos and other documents as requested from either handwritten or typed copy, transcription device or shorthand notes. Initiates basic correspondence and prepares minutes of meetings as requested. Proofreads written materials for accuracy, formatting and completeness in accordance with Corporation policies and standards
  • Maintains the calendars for members of the department, making appointments and arranging meetings without close direct consultation. Arranges conferences and meetings with consultants, public officials, developers, outside parties and staff of the Corporation
  • Provides a wide variety of clerical and administrative support functions for the Neighborhood Investment department
  • Receives and screens telephone inquires, utilizing an in-depth knowledge of the Corporation's procedures and activities
  • Maintains internal filing systems for department personnel as well as routine paperwork to general files and fire files, following the Corporation's records management policies
  • Assists with Board, Board Committee, and/or special meetings, including preparation and distribution of agendas, staff reports and related materials; uploads meeting materials to web site and facilitates electronic mailings; records and transcribe minutes; and arranges seating areas and provides refreshments
  • Registers staff for conferences, makes travel arrangements and insures payments are processed
  • Responsible for publishing and timely distribution of public notices in advance of hearing
  • Interacts with the public, local, state and federal officials, and Corporation staff with a high degree of professionalism and tact
  • Prepares routine statistical calculations and research for special studies as requested; generates periodic reports
  • Provides backup as assigned as an administrative assistant to other departments, including reception
  • Provides delivery and pick-up service for the Corporation as directed

Job Requirements

  • Office administrative practices and procedures, including record keeping, tracking systems, filing, calendar maintenance and scheduling
  • Oral and written command of the English language, including spelling, grammar, punctuation and the ability to correctly edit documents
  • Computer equipment including software standard to the Corporation, as well as Internet resources
  • Business letter writing and the standard format for reports and correspondence

Ability to:
  • Receive instructions of a general nature and proceed to organize work, establish priorities, and complete assignments in a timely and high quality manner
  • Organize, set priorities, and exercise sound independent judgment within areas of responsibilities. Manage multiple priorities successfully and meets deadlines
  • Operate a personal computer for proper input and retrieval of data. Knowledge of Outlook, Word, Excel and PowerPoint with a high level of proficiency
  • Prepare clear, accurate and concise correspondence, records and reports
  • Coordinate arrangements for meetings and special events
  • Type accurately in a speed necessary to meet the requirements of the position
  • Take dictation at a high rate of speed and/or knowledge of use of transcription device with ability to transcribe from either source rapidly into neat and accurate documents
  • Demonstrate tact, discretion and diplomacy in dealing with fellow employees, the public and officials on the telephone and in person. Treat others with courtesy and respect
  • Communicate clearly and effectively, both verbally and in writing
  • Establish and maintains effective working relationship with staff, Board members, vendors and those contacted in the course of work
  • Provide notary services for the Corporation if required

A high school diploma or equivalent

At least (3) three years increasingly responsible related office administrative or secretarial experience

Training or experience which would demonstrate knowledge of administrative methods, procedures and techniques

Work is performed in accordance with general direction from assigned manager, but with some latitude for individual judgment and initiative. Performance is reviewed by conference and by observation of results. This job has been classified as a “non-exempt” position and is eligible for the payment of overtime in accordance with applicable laws.

The physical demands described herein 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.

While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee occasionally is required to stand, walk and lift or move up to 10 pounds. The employee must be able to verbally communicate in a concise manner. Specific vision abilities required by this job include close vision and working at a video display terminal for prolonged periods of time.

The work environment described herein is representative of 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. The primary place of performance is an office environment with attendant noise level.

Another Source works with their clients, on a retained project basis, to maximize the recruiting process.
Job ID: 25359155
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