JOB SUMMARY:

The Administrative Assistant is a temporaty in person onsite position from 9:00am – 5:30pm Monday – Friday. The Administrative Assistant provides a variety of administrative support for the management team. Responsibilities involve exposure to sensitive information and require confidentiality, excellent time management skills, and sound judgment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer calls and greet visitors and direct as appropriate
• Pick up, process, and distribute mail
• Responsible for data entry in constituent database
• Provide assistance to management team with day-to-day tasks such as scheduling meetings, preparing agendas and reports, taking minutes at meetings, as well as special projects
• Prints and files all bills, receipts, and invoices
• Prepares information for the audit
• Enter all in-kind and credit card donations
• Coordinates credit card reconciliation
• Process all staff check requests and reimbursements
• Performs other duties and projects as assigned.
• Checking in and out equipment for residence (TV’s, iPad, computers, etc.).
• Support with Birthday schedule and coordinate donors for birthday cakes. Coordinate with the Academic Development Coordinator to make sure the birthday boxes are ready
• Issue parking permits to new residence and keeping track of the resident vehicles
• Preparing minutes for staff meetings

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:

• Strategic thinker/problem solver who is capable of multi-tasking and functioning in a fast-paced, quickly changing environment.
• Effective organizational and time management skills and a collaborative management style
• Advanced computer skills and proficient in Excel, Word, and Outlook
• Excellent communicator, open to direction and collaborative work style
• Ability to challenge and debate issues of importance to the organization.
• Ability to look at situations from several points of view
• Delegate responsibilities effectively
• High comfort level working in a diverse environment
• Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values; accepts responsibility for own actions.
• Follows policies and procedures; completes tasks correctly and on time; supports the organization’s goals and values.
• Demonstrates knowledge of and adherence to EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes working environment free of harassment of any type; builds a diverse workforce and supports affirmative action.
• Performs the position safely, without endangering the health or safety to themselves or others and will be expected to report potentially unsafe conditions. The employee shall comply with occupational safety and health standards and all rules, regulations and orders issued pursuant to the OSHA Act of 1970, which are applicable to one’s own actions and conduct.

EDUCATION, EXPERIENCE AND/OR LICENSES:

• Two to Four years related experience and/or training
• High school diploma or equivalent
• Demonstrated success in collaborative management
• Must present a valid CA driver’s license, and evidence of vehicle insurance and good DMV driving record.
• Must pass full background check clearance from the FBI and the State of California.

Job Type: Temporary

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person