Bilingual Executive Assistant - Human Services

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    "description": "<p><span style=\"font-size:18px;\"><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"background:#FFFFFF;\"><span style=\"color:#333333;\">Reporting directly to the Director of Human Services Department (HSD), this role serves as the strategic administrative partner to the Director and the Leadership Team. The position functions as the primary gatekeeper and liaison for both internal staff and external stakeholders.</span></span></span></span></p>\n\n<p><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><b>Essential/Primary Duties:</b></span></span></p>\n\n<p><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><i> Executive Support</i></span></span></p>\n\n<ul>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><span style=\"background:#FFFFFF;\"><span style=\"color:#333333;\">Assists the Director with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing productivity reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.</span></span></span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><span style=\"background:#FFFFFF;\"><span style=\"background:#FFFFFF;\"><span style=\"color:#333333;\">Communicates with the general staff on the Director’s behalf and coordinates logistics with high-level meetings both internally and externally.</span></span></span></span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><span style=\"background:#FFFFFF;\"><span style=\"background:#FFFFFF;\"><span style=\"color:#333333;\">Communicates directly and on behalf of the Director and Clinical Supervisor with other supervisors, staff, and others (internal and external) on matters related to programmatic initiatives as directed.</span></span></span></span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><span style=\"background:#FFFFFF;\"><span style=\"color:#333333;\">Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with other agencies and internally.</span></span></span></span></li>\n</ul>\n\n<p><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><span style=\"background:#FFFFFF;\"><i>HR Support</i></span></span></span></p>\n\n<ul>\n\t<li style=\"margin-left:8px;\"><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Coordinating interviews, managing candidate communications, and facilitating the initial orientation for new program staff.</span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><span style=\"background:#FFFFFF;\"><span style=\"background:#FFFFFF;\"><span style=\"color:#333333;\">Administratively supports HR with the onboarding process for all new employees. </span></span></span></span></span></li>\n</ul>\n\n<p><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><span style=\"background:#FFFFFF;\"><i>Management Liaison</i></span></span></span></p>\n\n<ul>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><span style=\"background:#FFFFFF;\"><span style=\"background:#FFFFFF;\"><span style=\"color:#333333;\">Assists in coordinating the agenda of management team meetings. Prepares an agenda for the meetings and sets up any technology needed to allow those attending meetings virtually to attend.</span></span></span></span></span></li>\n</ul>\n\n<p><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\"><span style=\"background:#FFFFFF;\"><b>Additional Responsibilities:</b></span></span></span></p>\n\n<ul>\n\t<li style=\"margin-left:8px;\"><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Manage information flow in a timely and accurate manner. Quickly understands needs and requests and directs inquiries and requests for support to the correct leader as warranted by priority and leader areas of expertise.</span></span></li>\n</ul>\n\n<ul>\n\t<li style=\"margin-left:8px;\"><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Shares information and updates with others, while ensuring a clear, concise, and professional communication through reports, documentation, written, and other communications.</span></span></li>\n</ul>\n\n<ul>\n\t<li style=\"margin-left:8px;\"><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Responsible for written and verbal communications through letters, memos, and phone calls.  Including screening calls, message taking, and setting up appointments.</span></span></li>\n</ul>\n\n<ul>\n\t<li style=\"margin-left:8px;\"><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Responsible for taking and receiving mail daily at the main building on Ninth Street.</span></span></li>\n</ul>\n\n<ul>\n\t<li style=\"margin-left:8px;\"><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Maintain an organized and friendly filing system, categorized and in chronological order.</span></span></li>\n</ul>\n\n<ul>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Manage department inventory tracking to ensure the program is always adequately supplied, and coordinate material orders as requested and approved by the Director.</span></span></li>\n\t<li style=\"margin-left:8px;\"><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Understand basic budgeting and expenses tracking to manage program purchases and reconcile receipts.</span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Submit monthly mileage reimbursement forms for designated staff to the Accounting Department.</span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Regularly review and update monthly office information and resource boards to ensure timely and accurate communication.</span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Coordinate and communicate new departmental updates to relevant staff to ensure awareness and alignment.</span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Submit and monitor all departmental maintenance and technical requests to ensure timely resolution.</span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Track and document staff time-off requests and call-ins with accuracy.</span></span></li>\n\t<li><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Prepare and submit bi-weekly payroll documentation for designated staff and receive Director approval and signature. </span></span></li>\n</ul>\n\n<p><span style=\"font-family:Arial, Helvetica, sans-serif;\"><span style=\"font-size:18px;\">Other Duties as assigned </span></span></p>",
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