Overview
Office Administrator Jobs in Santa Cruz, CA at Central Coast Language and Learning Center
The purpose of this job is to provide executive level administrative support to an assigned Department. Prepares correspondence, reports and records of both a routine and non-routine nature. Reviews and approves supply requisitions; plans and implements office systems, layouts, and equipment procurement; and assists in preparing and monitoring budgets. Provides customer service by handling inquiries and telephone calls, directing calls to appropriate personnel, and greeting and directing office visitors. Maintains calendars, sets appointments, schedules meetings, arranges meetings and events, and makes travel arrangements for department management. Researches information and compiles data. May supervise clerical personnel. May handle confidential information.
Essential Job Functions
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
Performs secretarial duties including typing, filing, copying, transcribing minutes, preparing Power Point presentations, faxing and distributing the mail.
Prepares and processes correspondence, records, reports and other department-specific documents.
Processes and maintains department documents.
Enters data into computer systems and/or databases.
Provides customer service by greeting visitors, answering phones, and directing visitors and callers as appropriate.
Plans and implements office systems, layouts and equipment.
Schedules meetings and sets up meeting rooms and amenities as appropriate.
Schedules appointments and maintains calendars through Microsoft Outlook for the assigned area.
Makes travel arrangements and prepares required accounting paperwork for obtaining air, hotel, travel funds, reconciliations, etc.
Requisitions and maintains office supplies.
Assists with special projects and events.
Performs related work as required.
Must be able to provide services for the benefit of the general public during emergency situations that threaten the safety of League City’s citizens, and must be able to work immediately before, during, or immediately after an emergency.
Minimum Qualifications
Associate’s degree from an accredited college or university in business or a related field
At least three years of experience in providing administrative support
Preferred Licenses or Certifications
Certified Administrative Professional (CAP)
Supplemental Information
Knowledge of:
City policies, procedures and practices
Department procedures and practices
Federal and state laws related to department operations
English grammar, spelling, punctuation
Modern office procedures, methods and computer equipment
Microsoft Office applications and department specific software applications
Skill in:
Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
Performing a variety of duties, often changing from one task to another of a different nature
Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
Typing, telephone etiquette, spelling, punctuation, and grammar
Ability to:
Meet schedules and deadlines of the work
Understand and carry out oral and written directions
Communicate effectively, both orally and in writing
Interact with people in a courteous and tactful manner
Accurately organize and maintain paper documents and electronic files
Maintain the confidentiality of information and professional boundaries
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Title: Office Administrator
Company: Central Coast Language and Learning Center
Location: Santa Cruz, CA
