Bilingual Administrative Assistant

Coachella, CA 92236

Posted: 06/26/2024 Industry: Admin/Clerical Job Number: 1685089

Job Description

Our client has an immediate need for a temporary bilingual Administrative Assistant. Assignment will be approximately 60 days. You must be able to work in a fast-paced environment with tight deadlines!

 

DUTIES/RESPONSIBILITIES:

  • Performs a wide variety of routine to complex administrative duties to support departmental/divisional operations, including filing, preparing records and monthly reports, accounts payable, cashiering duties, and ordering and maintaining office and other related supplies.

  • Performs skilled word processing, data entry, and transcription using independent judgment and discretion in preparing correspondence and reports.

  • Copies, compares, or compiles data to produce monthly statistical reports for managers by checking data, making necessary corrections, and producing data in final form.

  • Researches records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries.

  • Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as requested; prepares and maintains a variety of databases and reports.

  • Assists in providing telephone and/or counter support to the public and staff; responds to inquiries by explaining procedures; provides general information; distributes forms and other documents as requested; provides detailed review of forms to assure completeness; refers callers/visitors to the appropriate department; takes and relays accurate messages; transfers callers to voicemail when necessary.

  • Responds to the public and staff inquires regarding department and/or company policies, procedures, and timelines; explains and applies policies and procedures as required to assure timeline compliance; monitors timelines; resolves problems of a moderate complexity within areas of responsibility.

  • Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda, including agenda items, bid documents, regulatory submittals, and documents associated with departmental projects and programs; types from rough drafts or verbal instructions; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.

  • Organizes and maintains various administrative, reference, imaging, and follow-up files; purges files in accordance with the records retention policy.

  • Assists in the records management and retention function, including scanning, editing, and indexing all official documents, paperwork, and records; assists with the destruction of records in compliance with applicable laws, rules, and regulations; receives and assists with public requests for information and records.

  • Receives payments and fees from the public in the form of cash and check; issues receipts; posts information to departmental, fiscal, or other records; collects and submits data for reports pertaining to assigned functions.

  • Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.

  • Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.

  • Assists in planning, organizing, and coordinating events.

  • Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, and multi-line telephones; may operate other department-specific equipment.

  • Maintains accurate records of work performed.

  • May participate in department-specific complex technical and specialized programs, processes, and procedures, including business licensing, code enforcement, building and safety, permit issuance, records management, and related services; may serve as back-up for department technical staff.

  • Maintains management staff calendars and schedules appointments.

  • Assists with processing incoming and outgoing mail; receives shipments; compares packing slips with received goods; matches invoices with packing slips to assure accuracy.

  • Performs duties of a disaster services worker in event of an emergency.

  • Performs related duties as assigned.

 

QUALIFICATIONS

Knowledge of:

  • Modern office administrative support practices and procedures, including the use of standard office and computer equipment.

  • Computer applications related to the work, including word processing, database, and spreadsheet applications.

  • Applicable codes, regulations, policies, technical processes, and procedures related to the department to which assigned.

  • Principles and procedures of financial record keeping and reporting.

  • Principles and practices of data collection and report preparation.

  • Business letter writing and the standard format for reports and correspondence.

  • Business arithmetic and statistical techniques.

  • Record keeping principles and procedures.

  • Alphabetical and numerical filing methods.

  • English usage, grammar, spelling, vocabulary, and punctuation.

  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and staff.

 

Ability to:

  • Perform responsible administrative support work with accuracy, speed, and general supervision.

  • Provide varied and responsible office administrative work requiring the use of tact and discretion.

  • Understand the organization and operation of the company and of outside agencies as necessary to assume assigned responsibilities.

  • Interpret and apply administrative and departmental policies and procedures.

  • Respond to and effectively prioritize multiple phone calls and other requests for service.

  • Compose correspondence and reports independently or from brief instructions.

  • Understand and carry out oral and written directions.

  • Make accurate arithmetic, financial, and statistical computations.

  • Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.

  • Establish and maintain a variety of filing, record-keeping, and tracking systems.

  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

  • Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.

  • Use English effectively to communicate in person, over the telephone, and in writing.

  • Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

  • Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

  

Full-Time

Pay: $25.99/hr

Meet Your Recruiter

Angela Wingfield
Office Manager/Recruiter

Angela Wingfield
Office Manager/Recruiter


I love working with job seekers! As the office manager for Proper Solutions, I wear many hats and recruiting is my favorite. Living in the Coachella Valley for the last 30+ years has allowed me to build relationships with many local business and leaders. Please feel free to reach out via email angela@propersolutions.biz I look forward to hearing from you!

 

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