Office Manager responsible for ensuring efficient office operations at Odds Scanner. Overseeing logistics, supplies, and HR activities in Malta's hybrid work environment.
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Hybrid Administrative Assistant, Bilingual (Spanish)
Posted last month
About the role
- Administrative Assistant at NLACRC managing schedules and providing clerical support for Director-level staff. Involves project oversight and liaison between public and Controller with bilingual requirements.
Responsibilities
- Performs complex administrative, secretarial, and clerical work for Director-level staff.
- Responsible for maintaining the Controller’s calendar and schedules related appointments; coordinates activities of numerous departments ensuring functions that are scheduled do not conflict with existed or planned events.
- Coordinates Controller’s travel and conference arrangements.
- Maintains oversight of various departmental projects, including compiling necessary data for projects, and monitoring expenditures.
- Prepares a variety of spreadsheets to reconcile invoices to Purchase Orders prior to payment approval.
- Acts as a liaison between the general public and the Controller by answering detailed inquiries either orally or writing on a variety of organizational activities; creates and composes reports, memos, graphs, databases, and e-mails using computer resources.
- May perform confidential employee assignments.
- Manages Accounting department requests and matters; follows established rules and procedures in responding to requests and redirecting items to other staff members.
- Designs, organizes and maintains the office recordkeeping system.
- Works independently and within a team on special and nonrecurring and ongoing projects.
- Acts as a project manager for special projects, at the request of the Controller, which may include: planning and coordinating multiple presentations, disseminating information, and organizing company-wide trainings.
- Provides clerical support to the Controller, including but not limited to filing, preparation of letters, preparation of spreadsheets, and translation services (written and verbal).
Requirements
- High school diploma and four years of related experience.
- Advanced computer skills in word processing, spreadsheets, and database management.
- English grammar, syntax, and spelling.
- Accurate rapid typing.
- Customer service.
- Communicating complex policies and procedures.
- Researching, compiling, and preparing reports.
- Working independently and cooperatively with a variety of in-house and community sources and representatives.
- Working effectively with diverse groups of people.
- Must have high level of interpersonal skills to handle sensitive and confidential situations.
- Position continually requires demonstrated poise, tact, and diplomacy.
- Must be able to interact and communicate with individuals at all levels of the organization.
- Must have advance knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software (MSWord, Excel, Access, PowerPoint).
- Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
- Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
- Valid California Driver’s License and reliable transportation, or acceptable substitute, required.
- Bilingual English/Spanish is required.
Benefits
- Health Insurance - NLACRC pays the full cost of coverage for certain Medical plans for employee only.
- Dental Insurance – NLACRC pays the full cost of the Dental DMO Plan for employees and eligible dependents.
- Pre-Tax Flexible Spending Account for eligible health care expenses.
- Pre-Tax Dependent Care Flexible Spending Account for eligible dependent care expenses.
- No cost Life, Accidental Death & Disability, Long Term Disability Insurance for employees.
- No cost Vision plan for employees and eligible dependents.
- Retirement plan - NLACRC is a member of CalPERS which is a defined benefit plan that provides a monthly retirement allowance for eligible employees.
- Participating in the Public Service Loan Forgiveness program.
- Participating in the Tuition Reimbursement Program.
- Paid Time Off – Eligible for 3 weeks of accrued vacation in the first year, 8 hours per month sick time, education, wellness, and sabbatical time.
- Holidays – NLACRC offers 12 paid holidays throughout the year.
- Most positions are offered a hybrid – remote option (at manager's discretion after 90-days continuous employment).
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