Administrative Assistant Inland Operations

LUTHERAN SOCIAL SERVICES OF NORTHERN CALIFORNIA•Sacramento, CA

4d•$25 - $27•Onsite

About The Position

This role serves as an Administrative Assistant for Inland Operations, focusing on front office, reception, office supplies, mail management, facility coordination, technology support, vehicle management, administrative coordination, meeting support, program support, and maintaining confidentiality. The position requires a high school diploma or equivalent, with a college degree preferred, and at least 3 years of experience in administrative, clerical, or office support roles. Strong proficiency in Microsoft Office Suite and excellent organizational, communication, and customer service skills are essential. The ability to work under pressure, meet deadlines, and handle confidential information with discretion is also critical. The role involves providing diverse services to diverse people and maintaining high ethical standards.

Requirements

High school diploma or equivalent.
3+ years of experience in administrative, clerical, or office support roles.
Superior skills in Microsoft Office (Word, Excel, PowerPoint, and Outlook) with a high aptitude for learning any additional software applications.
Sound knowledge of desktop and network operations, with help desk experience.
Excellent written communication, including proofreading and analytical skills.
Strong customer service skills and experience.
Ability to multi-task.
Strong organizational and communication skills.
Demonstrate aptitude and experience in problem solving and analytical skills.
Knowledgeable of facility and office equipment operations and maintenance.
Respect for and ability to work with people from diverse backgrounds.
Flexible, responsible, mature, highly motivated, highly organized, and able to work independently.
Ability to work under high pressure and meet multiple deadlines.
Must be physically able to perform all job responsibilities related to clerical work, which may include duties such as bending, lifting and kneeling.
Provide diverse services to diverse people.
Treat others with respect and courtesy, striving for open and honest working relationships.
Maintain high ethical standards when dealing with others.
Demonstrate good judgment and common sense.
Ability to work with adults or youth with low income from diverse social and ethnic backgrounds who have a history of homelessness.
Ability to work independently, make effective decisions and utilize supervision as needed.
Ability to work collaboratively in a team setting.
Has a clean driving record, licensed and registered car, and proof of insurance.

Nice To Haves

College degree preferred.

Responsibilities

Greet and assist visitors, clients, and staff.
Answer and manage incoming communications, including voicemail and fax.
Receive and process orders and general office requests.
Manage front-door/out-of-office messaging and office communications.
Order and maintain office supplies, including printer/copier, kitchen, bathroom, and general supplies.
Monitor inventory levels and coordinate replenishment.
Organize supply closets and maintain an orderly office environment.
Process incoming and outgoing mail, documents, and shipments using a mailer machine.
File and maintain outgoing documents and office records.
Receive and distribute deliveries.
Coordinate office maintenance, repairs, cleaning, pest control, drinking water, and power-related issues.
Report and follow up on facility concerns and service requests.
Coordinate office safety and workplace environment needs.
Maintain positive relationships with building management, neighbors, and service providers.
Set up and troubleshoot office phones and related systems.
Coordinate printer/Ricoh services and maintenance.
Support staff with meeting technology, including Owl and Zoom setup.
Assist with basic office technology troubleshooting and maintenance.
Coordinate vehicle scheduling and reservations.
Track vehicles and maintenance needs.
Coordinate vehicle insurance, registration, smog inspections, and related requirements.
Book cars and conference rooms as needed.
Maintain and update email distribution lists and staff rosters.
Manage and update information on the intranet.
Coordinate internal office communications and announcements.
Prepare and distribute materials such as flyers, business cards, badges, and other office resources.
Coordinate conference room scheduling and office space planning.
Support holiday activities, office events, and organizational initiatives.
Coordinate office space and resource allocation.
Coordinate donations and community-support activities, such as coat drives.
Assist with program-related administrative needs and special projects.
Prepare promotional and informational materials as needed.
Identify and report safety hazards to your supervisor.
Report any workplace accidents to your supervisor immediately.
Maintain the confidentiality of all client, employee, donor, agency, and partner information.
Handle verbal, written, electronic, and physical records with discretion and in accordance with agency policies, applicable privacy laws, and professional standards.
Access, use, discuss, copy, transmit, or disclose confidential information only as necessary to perform assigned job duties and only with authorized individuals.
Immediately report any suspected breach of confidentiality, lost records, or unauthorized disclosure to a supervisor.