Job Information
PathStone Corporation Administrative Assistant in Ponce, Puerto Rico
Administrative Assistant
Summary Purpose for the Position:
Provide direct administrative and clerical support to the supervisor and program staff. Assures the overall smooth daily function of field operations and programs through complete record keeping and efficient report information. Provide technical assistance and support to the field delivery system
Requirements (Education, Experience, Certification, Knowledge, Skill):
Position requires intermediate technical and interpersonal skills which include experience and proficiency in typing (60-65 WPM), word processing and with solid written and verbal communication skills. Must be able to enter data, create and manipulate custom database sort. Three years of business administration experience and/or A.A. in Secretarial Sciences and demonstrated ability to work independently and meet specific time lines are required.
Position Responsibilities:
Acquire full knowledge of all services available through PathStone and the eligibility criteria for those services. Interviews program participants to determine eligibility. Maintains complete and accurate records and files, including assisting with data entry in the CounselorMax client management system. Compiles and submits required reports in a timely manner. Types and proofreads official and routine correspondence. Records meeting minutes. Sorts and distributes incoming and outgoing mail. Prepares and processes items including office expenditures, mileage reimbursements, time sheets transmittals, TAERs and data transmittals according to proscribed procedures. Order supplies and data forms. Operation of and securing of appropriate maintenance of office equipment. Orders office supplies. Inputs office budgets and other data, Completes participant eligibility. Prepares, edits, codes, sorts, and distributes Voucher Authorization and Payment Record for appropriate signature. Screens telephone calls and maintains message system. Greets and directs office visitors to proper staff. Communicates effectively with staff, participants, vendors and other agencies. Position is responsible for provision of fiscal and other record keeping (including production of monthly billing and invoices), review of budget reports to determine problem areas and assisting in budget preparation. Responsibility for scheduling of travel arrangements for the Director. Schedules one on one appointment for the housing counselor. Creates and posts Orientation schedule in house and with community organizations. Schedules Homebuyer Education classes on behalf of housing counselor.
Working Conditions/Environment:
Position requires flexible work hours.
The following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job:
Sit – up to 6 hours in a regular workday
Stand – 4 - 6 hours in a regular workday
Climb – 1 – 2 hours in a regular workday (includes stairways)
Lift up to 40 pounds as needed
Transportation Requirement:
Position requires automobile, driver’s license and insurance.
Last Updated: 8/16/2017