Overview
Executive Assistant Jobs in Fremont, CA at iMotion Physical Therapy
Definition & Duties
Under general supervision of the Office Administrator, provides administrative support to the Sheriff’s Office and management staff, assists with office management by processing payroll records, maintaining schedules, assisting with budget preparation and accounts payable/receivable, and performing related duties.
Knowledge of & Ability to
Current office procedures and practices
Bookkeeping including basic practices regarding accounts payable/receivable and payroll
Recordkeeping and filing systems
Basic and routine legal procedures and principles
English language to include vocabulary, grammar, spelling, punctuation, and proofreading skills
Ability to:
Collect data, keep accurate records, prepare specialized reports and assist with budget preparation
Make bookkeeping entries and complete business forms
Represent Johnson County and perform duties in a professional, responsible and trustworthy manner
Maintain confidentiality and security of information as appropriate
Provide customer service that is courteous and responsive
Operate common office equipment such as typewriters, calculators, fax and postage machines, photocopiers and multi-line telephones
Type 45 wpm accurately and use a computer for the purposes of data entry, spreadsheets, word processing, email and the Internet
Perform clerical tasks with a high degree of speed and accuracy
Establish and maintain effective working relationships with co-workers, supervisors, officials, other departments, agencies, and members of the public
Organize and prioritize multiple tasks and responsibilities
Be detail-oriented and accurate when working with documents and information
Handle moderate levels of stress, meet deadlines and solve problems appropriate to the position
Work independently on projects and routine tasks
Understand and follow oral and written instructions
Communicate effectively both orally and in writing
Have clarity of speech and hearing which permits effective communication
Have sufficient vision which permits moderate production and review of a wide variety of materials in both electronic and hardcopy forms
Have sufficient manual dexterity to make handwritten notations and which permits occasionally intense use of a keyboard and mouse
Lift and/or move up to 25 pounds
Stand, sit, squat, kneel, bend, twist, reach and climb
Have sufficient personal mobility to complete field work at various County facilities
Work flexible schedule and occasional additional time as needed
Minimum Education, Training & Experience & Special Requirements
Post high school training in office administration, business, human resources, accounting, or related field AND at least three (3) years of secretarial experience in a professional office setting; OR any equivalent combination of education and experience which provides the required knowledge, skills and abilities. Associate’s degree preferred.
Special requirements: Must pass background check. Valid driver’s license and insurable under County liability coverage. May also require use of personal vehicle, or equivalent transportation, for official business. Incident Command System Certification 100 and 700 within 12 months of hire.
Specific Duties
to be performed satisfactorily with or without reasonable accommodation
The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.
Prepares correspondence, reports, and other documents as directed by the Office Administrator.
Provides administrative support to the management staff.
Utilizes HRIS and Time & Attendance software to collect employee reports, schedules and process payroll.
Utilizes Time & Attendance software to assist with maintaining schedules for various divisions, monitoring and adjusting as needed to accommodate staffing requirements.
Verify scheduling changes and communicate changes to relevant parties in a timely manner.
Assists with revenues and reimbursements for the Office, to include appropriate accounting and record keeping and inventory of office assets.
Assists with research and preparation of grant proposals or contracts, reports and communication material.
Compiles special reports upon request and may be responsible for preparing and processing confidential information.
Assists in preparation of office budget, to include verification of wages, benefits, expenses, and allocations.
Assists with maintaining office equipment and ordering supplies as needed to maintain desired inventories.
Performs general clerical duties such as photocopying, filing, faxing, typing, and deliveries.
Answers phone and email inquiries, responds to questions, routes calls and assists incoming visitors to the Office.
Serves as back-up for the Office Administrator.
Participate in County Committees, trainings and educational opportunities and work-related meetings as requested.
Performs all work duties and activities in accordance with County policies, procedures, collective bargaining agreement, and safety practices.
Attends work regularly at the designated time and place.
Resume and cover letter must be attached to online application.
For questions regarding this position please contact Ines Beltre at 319-688-8076 or [email protected]
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Title: Executive Assistant
Company: iMotion Physical Therapy
Location: Fremont, CA
