Administrative Assistant - Visalia CA

Job Title: Administrative Assistant

Salary Range: $21.00 - $25.00 per hour

FLSA Status: Full Time, Non Exempt

Location: Visalia, CA

In-Person Office Hours: Part-time (20 - 25 hours per week) Weekdays

Organization Description: The Community Water Center (CWC) is building a movement for community-driven water solutions. CWC has offices in Visalia, Watsonville and Sacramento, CA. The Center employs four primary strategies in order to accomplish our goals:

• Educate, organize, and build the capacity of low-income communities and communities of color to address local drinking water challenges.
• Support low-income communities and communities of color in the development of drinking water solutions through technical assistance projects.
• Advocate for systemic change to address the root causes of unsafe drinking water in California.
• Serve as a resource for information and center of expertise on community water challenges.

CWC’s team is passionate, dynamic, and believes in the cause of water justice and making real change that is driven directly by impacted communities themselves. Our organizing and advocacy work, community collaborations, and organizational culture all reflect a concern for equity, mutual respect, appreciation for diversity, and environmental and social justice. We are looking for candidates who share our values, bring a passion for achieving our mission, and contribute to making change in our society.

Position Description

The Administrative Assistant is a regular, part-time, non-exempt hourly position. This position will be responsible for serving as the first point of contact for all visitors, managing the daily administrative tasks, and assisting the accounting process across the organization. This position reports to the Administrative Manager and will also work closely with other CWC staff, community partners, independent contractors, allies and vendors. All employees at CWC are “at will.”

Ideal Candidate

• Maintains a professional demeanor and cultivates a positive, energetic attitude.

• Ability to transition tasks in a timely manner when needed to support the team.

• Organized individual who can efficiently handle ongoing tasks and take on new projects.

• Demonstrates initiative, takes ownership of their responsibilities, and is motivated to independently troubleshoot to achieve results.

• Accepts both positive and growth-based feedback and leverages it to improve job performance and openness to receiving constructive criticism.

Major Responsibilities: Accounting

• Support with the month-end reporting process for the organization's financials.

• Assist with accounts payable process; monitor and prep monthly invoices, monthly stipends, staff transactions submissions and approvals.

• Assist with accounts receivable process; prep the checks documentation to be ready for deposit, file the deposits (electronic/check), track grants/general donations in Salesforce, and pull third party deposits detail reports.

• Ensures timely distribution of donor acknowledgement letters.

• Contact vendors to troubleshoot account issues as needed

• Assist with tracking the billable FFS invoices and prepping the mileage data entry reports

Administrative

• Serves as the first point of contact for office intake calls and routes messages to appropriate staff. Supports remote monitoring of the Sacramento office voicemails.

• Ensures front desk coverage extending a courteous welcome and manages incoming deliveries.

• Provides administrative support by setting up office space and equipment for new hires for both Visalia and Sacramento offices.

• Assist with checking the mailbox daily and processing them.

• Assist with coordinating lunches, meetings, and other events as required.

Facilities

• Assisting to ensure that the Visalia and Sacramento facilities are operating smoothly and efficiently. Provides support to Sacramento office staff via remote for troubleshooting as needed

• Maintain a well-organized presentable office space; vacuum, throw out trash/recycles, and organize the office back to original layout after events/large meetings hosted in the office.

• Ensure the office printer is running smoothly that includes changing printer ink, ordering and picking up the copy paper box.

• Ensuring the supplies are fully stocked in the office at all times and support ordering for the Sacramento office. Run errands and/or order of general office and cleaning supplies.

• Responsible for the maintenance of the company vehicle including car washes, and routine maintenance such as oil changes, tire service, smog checks, and other maintenance as required.

General Duties

Foster an environment that promotes trust and cooperation amongst CWC staff, community members, and affiliate organizations. Actively participate in program strategy and staff meetings.

• Actively participate in CWC fund development activities, such as donor drives, online appeals, and other events.

• Other duties as assigned by the Executive Director, Supervisor, and other Directors.

Note: Nothing in this position description restricts CWC’s right to assign or reassign duties and responsibilities at any time.

Required Qualifications

• Proficiency in English and Spanish (written and oral).

• Associates Degree or completion of college-level courses in Business Administration

• One year minimum of work experience, in a professional office environment.

• Able to multitask a variety of tasks in a fast-paced environment

• Excellent communication, time management, and organizing skills.

• Ability to work in a fast-paced environment, be flexible and adapt to changing circumstances.

• Proficient computer skills including Microsoft Office software, Gmail, and Google Apps

• Valid CA driver’s license

• Strong problem solving skills

• One year minimum of accounting experience that includes account receivable and accounts payable

• One year of experience in administrative/front desk.

Preferred Qualifications

• Business Administration focus in Accounting or Finance
• Experience with managing the facilities property management of an organization's office to ensure it is operating smoothly.
• Event logistics research experience.

Physical and Travel Requirements:

• This role may involve periods of sitting, standing, walking, and pushing/pulling/lifting/carrying materials of up to 20 lbs.

Starting Date: Open until filled.

Application: To apply, submit your cover letter and resume . Interviews will take place January 2026.

Benefits: We offer a comprehensive compensation and benefits package which includes: medical, dental, vision, and life insurance; retirement contributions; generous vacation, family and sick leave and holiday policies; hybrid (remote and in-person) work location policy; work from home reimbursements; flex-time; professional development opportunities and more. (Benefits guidelines and eligibility vary based on tenure and employment status, among other factors.)

Community Water Center is a 501(c)(3) organization. As such employees may be able to participate in the Federal Public Service Loan Forgiveness Program.

Community Water Center is committed to providing equal opportunity to qualified job applicants and employees and does not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical disability (including pregnancy), mental disability, medical condition, marital status, sex, age, gender, sexual orientation, citizenship, military service status or any other characteristic protected by applicable federal, state or local law

To learn more about the Community Water Center, visit our website at www.communitywatercenter.org

Job Type: Part-time

Pay: $21.00 - $25.00 per hour

Work Location: In person

Salary : $21 - $25