Administrative Assistant II (Temporary)
EMQ FamiliesFirst - California

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Job Description

Job Details
Title: Administrative
Assistant II
Classification: Non-Exempt
Job Code: 418 Salary Grade: 67

Job Summary
Works within the vision, mission, and philosophy of the agency. Provides administrative
support to staff across programs to ensure information is relayed effectively and
administrative tasks are completed to support project completion, program maintenance,
and interdepartmental communications as assigned. Utilizes and organizes the
maintenance of office equipment, provides phone coverage and is responsible for
handling, and directing communications with both internal and external customers in a
professional, efficient, and organized fashion.

Program Specific: This position may meet with families to review paperwork on and off site.

Essential Duties
1. Demonstrates mastery of Administrative Assistant I job description competencies.
2. As a representative of the agency, provides consistent, effective customer service,
and maintains appropriate professional communication with members of outside
agencies, vendors, youth, and/or families as well as internal customers across programs
and departments.
3. Manages and maintains daily calendar, meetings, performs specific work procedure
assignments, acts as a liaison between finance and programs, provides reports and
data internally and externally as required.
4. Takes minutes and exercises judgment about what is included.
5. Manages office supply needs, performs routine maintenance on office equipment
(toner and paper for fax copier, removing paper jams from fax or copier).
6. Initiates contact and implements defined safety procedures in event of an emergency.
7. Initiates collaborative participation in the work of committees, task forces, and with coworkers
to support desired organizational outcomes; provides back up on administrative
tasks as requested.
8. Coordinates efforts in and between departments in response to program, facility,
finance, and or transportation needs when necessary.
9. Ensures compliance with processes for payment, petty cash or mileage
reimbursement, purchasing invoices or credit card statements. Meets corporate,
regional and department standards regarding assigned tasks, processes, and
procedures.
10. Maintains knowledge of programs, practice principles, and department goals.
11. Maintains accurate and timely data entry and other clerical practices.
12. Adheres to standards regarding the handling of confidential information.
13. Conducts audits and participates in IS billing documentation comparisons to ensure
accurate payment.
14. Develops and streamlines the work processes for purpose of effective and efficient
work procedures.
15. Provides information and supports feedback processes with managers.
Other Duties and Responsibilities
16. Performs other related responsibilities, as assigned to support specific
department/business needs.

Core Abilities
  • Maintain positive work relationships in a respectful and collaborative manner.
  • Maintain good communication to ensure others have necessary information.
  • Maintain self-initiative, reliability, and resolve problems in a timely manner.
  • Sensitivity to working with culturally diverse populations.
  • Creativity, innovation, resource utilization, and team player.
  • Equipment selection and repair.
  • Research, plan, monitor, and implement.
  • Quality assurance and troubleshoot.
  • Instruct.
  • Advocate.
  • Persuade and negotiate.
Introduction to Core Competencies
At EMQ FamiliesFirst certain principles and values shape and influence all of our
decisions and actions. Our Agency Core Competencies express our expectations relative
to behaviors to be modeled by our leaders and engrained in the practices of our
employees. These Agency-wide competencies are the foundation for the success of our
employees across the organization, while job specific competencies provide expectations
for individual positions.

Agency Core Competencies
Title and Definition
Continuous Quality Improvement and Continuous Learning
  • Focuses on quality of work and accomplishes tasks by considering all of the areas
involved • Understands the level of quality expected in the job • Continuously builds and
leverages technical and professional expertise • Establishes and adheres to procedures
to improve work and skills • Innovation and Change Management
Ethics and Values
  • Adheres to the principles of ethical practices and values • Acts with integrity and is
widely trusted • Is seen as a direct, truthful individual • Can present the unvarnished truth
in an appropriate and helpful manner • Maintains confidentiality • Admits to mistakes
  • Demonstrates the following values: - Innovation - Communication
Service Excellence
  • These principles: Strengths-based - Family Centered - Individualized
  • Community-based - Team-based - Culturally Competent - Sensitivity to working with
people from diverse geographic, demographic, socioeconomic, cultural, ethic and
linguistic groups - Collaborative and Integrative - Natural Supports - Persistence -
Flexible and Accessible - Outcomes Driven - Needs Driven - Customer Service - Are
what we adhere to in our work with each other, those we serve, and the communities in
which they live.

Position Specific Competencies
Title and Definition
Administrative Acumen
Demonstrates proficiency with computers, phone etiquette, technical skills, meeting
management, note taking, data entry, and accuracy.

Clerical Skills
Performs clerical tasks as needed in the department, such as: data entry, staff meeting
minutes, and/or any additional reports for the Agency and/or Department.
Contributes to Team Performance
Recognizes the need for group collaboration, empathy, consensual decision-making, and
respect for others. Behaviors to consider when rating this individual: facilitates team goal
accomplishment, works collaborative with others, team communication, and models
commitment.

Project Management
Manages each stage of a project to ensure that commitments are met in a manner that is
timely and within budget. Clearly defines roles and responsibilities, determines necessary
resources, and monitors project performance through appropriate systems and
procedures.

Time Management
Manages time and prioritizes tasks to ensure that deadlines are met.
Qualifications
To perform this job successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements listed below are representative of the knowledge,
skill, and/or ability required. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
All employees are responsible for keeping job requirements up to date. This can include
but are not limited to certifications, licensure, and maintaining a clear criminal record.

Education Requirements
Degree/Diploma Obtained Major Required/Preferred
High School Diploma GED or equivalent
combination of education
and experience Required

Experience Requirements
Years of Experience Type of Experience Required/Preferred
Two (2) years experience General - Clerical or in related area Required

Other Specific Requirements
  • Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and
Child Abuse Index Check (CAIC) background clearance.
  • Valid California Driver's license with two years experience driving and clean driving
record may be required.

Level of Contact with Children
Never Occasionally Frequently
May/will have supervised contact with Youth. Frequently
May/will have unsupervised contact with
Youth.
Frequently

Driving Privileges
Anyone driving on agency business must have a current California Drivers License, clean
driving record, appropriate insurance coverage, and attend Agency Driver's Training.
Extent of Driving
Never Occasionally Frequently
May be called upon to drive own car on
agency business.
Occasionally
Required to drive agency vehicle. Occasionally
May drive Agency vehicle and transport youth
and families.
Never
May drive own vehicle and transport youth
and families.
Never

Work Environment/Conditions
The work environment conditions as described below are representative of those that
must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable qualified individuals with
disabilities to perform the essential functions.
While performing the duties of this job, the employee may be required to use hands to
handle or feel objects, tools or controls; reach with hands and arms; and taste or smell.
Specific vision abilities required by the job include close vision, distance vision, color
vision, peripheral vision, depth perception and the ability to adjust focus.

Weight Demands
Rarely Occasionally Frequently
Lifting - 1-15 lbs Frequently
Lifting - 16-25 lbs Occasionally
Lifting - 26+ lbs Rarely
Physical Demands
Rarely Occasionally Frequently
Standing Frequently
Sitting Frequently
Walking Frequently
Talking Frequently
Driving Occasionally
Balancing/Climbing Occasionally
Stooping/Kneeling Occasionally
Crouching/Crawling Occasionally
Reaching Occasionally
Hearing Frequently
Equipment Use
Rarely Occasionally Frequently
Telephone Frequently
Computer (Beginner Level) Frequently
Computer (Intermediate Level) Frequently
Computer (Advanced Level) Occasionally
Copier Frequently
Fax Frequently

Employee Statement of Understanding
I have read and understand the job description for my position. I am able to perform all of
the essential functions of this position.
I agree to successfully complete all required training indicated for this position. I agree to
keep all of my required certifications and licenses current and up to date and provide
proper documentation of the same to my Human Resources Business Partner (HRBP). I
agree to comply with all Agency policies and procedures. I agree to comply with the
agency compliance plan and all laws, rules, regulations and standards of conduct relating
to my position. As an employee, I understand my duty to report any suspected violations
of the law or the standards of conduct to my immediate supervisor.
As an employee, I will strive to uphold the mission and vision of the organization. All
employees are required to adhere to the values in all their interactions with youth and
families and fellow employees.

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