Job Description

 

Description:

POSITION: Education & Community Engagement AA FLSA CLASSIFICATION: Non-Exempt

STATUS: Full-time NORMAL WORKING HOURS/DAYS: M-F; 9am-5pm

Position Summary Statement:

Reporting to the Director, the Administrative Assistant for the Education & Community Engagement (Outreach) Department will provide administrative, clerical, and organizational support to the outreach team and individuals supported by The Arc Prince George’s County; This position has no direct reports.

Position Responsibilities:

Administrative

? Documents and distributes meeting minutes to the Outreach Team.

? Prepare meeting notes.

? Maintain Staff Schedule.

? Schedule virtual meetings (Zoom meetings and webinars).

? Maintain updates on virtual platforms.

? Schedule appointments on Calendly.

? Prepare letters and correspondence.

? Manage office equipment.

? Provide support to outreach team projects.

? Research information needed to support staff.

? Upload data information into portals.

? Provides a list of needed office supplies to the supervisor for approval.

? Track grant report expenses.

? Contact staff to follow up on work logs.

? Prepares monthly expense reports and submits to finance by designated time required.

? Provides requested documentation to staff.

? Maintain inventory of outreach materials.

? Maintain marketing and communications materials.

Communication

? Ensures the highest level of confidentiality in relation to information regarding individuals, staff and management issues.

? Record minutes at key meetings and distribute to relevant parties via email, Google Drive or SharePoint.

Department Support

? Field calls related to complaints and issues that may arise onsite or in the field.

? Attend in-person youth and parent sessions.

? Answers phones and communicates messages to the Outreach Department.

? Coordinate Outreach Events.

General Administrative Support

? Maintains confidentiality and communicates with discretion.

? Demonstrates cooperation and flexibility under pressure.

? Other Duties as Assigned.

? Hybrid work environment.

Mental, Physical, and Visual Demands:

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. Ability to drive is a requirement of the position.

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with the community stakeholders including elected and appointed officials, staff, people served, the public and others encountered in the course of work.

Working Conditions:

Normal office environment. Must be familiar with basic office equipment (e.g. computer, facsimile, copier, postage machines, Google Drive, Dropbox, OneDrive etc.)

Comments:

This position description is intended to describe the essential job functions, the general supplemental functions, and the essential requirements for the performance of this job. This is not an exhaustive list of all duties, responsibilities, and requirements of a person so classified. Other functions or duties may be assigned and management retains the right to add to, or change the duties of this position at any time.

Requirements:

Qualifications:

• Bachelor’s Degree or High School diploma with a minimum of two years related experience.
• The person will demonstrate excellent oral and written communication skills, excellent organizational skills, and ability to schedule meetings and manage correspondence between the office and external clients.
• Computer and software skills commensurate with responsibilities listed below, including Microsoft Word, Microsoft Excel, and Outlook.
• Must be able to manage time efficiently and prioritize responsibilities in cooperation with the Director and the Outreach Team.
• Must be professional and be able to maintain the bounds of confidentiality.

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