Administrative Assistant

Community Action Partnership of San Luis Obispo County, Inc.

26d•$17 - $23

About The Position

The Administrative Assistant is stationed in Fresno and supports programs in San Joaquin and Fresno counties. Under general direction, this role provides administrative, clerical, and program support to the Program Manager and subordinate staff, supporting CAPSLO’s mission through work for the Head Start, Early Head Start, and State Child Development programs. The position requires fluency in two or more languages, including one that supports the needs of the program and community. The role performs a broad range of office and program support duties, including data entry, correspondence, scheduling, meeting support, records management, and coordination with staff and the public. Duties may also include assistance with HR processes, transportation records, timesheets, paychecks, and food program records. Responsibilities may change at any time, and other duties may be assigned.

Requirements

Must be fluent in two or more languages, including one that supports the needs of the program and community.
Level I: High School Diploma or GED.
Level I: Three years of experience in office management and clerical duties, or an equivalent combination of education and experience.
Level I: Ability to type 45 words per minute accurately.
Level II: High School Diploma or GED.
Level II: Five years of experience in office management and clerical duties, or an equivalent combination of education and experience.
Level II: Ability to type 45 words per minute accurately.

Responsibilities

Performs clerical and administrative tasks, including typing, data entry, filing, duplicating, correspondence, reports, budgets, proposals, and statistical data.
Provides program information to the public, organizations, and staff; screens callers, answers inquiries, and schedules meetings.
Responds to requests from Directors, Managers, Coordinators, and Specialists; gathers technical requests and routes them to appropriate staff.
Uses ChildPlus or NOHO systems for data entry and report generation.
Provides backup support to CAPSLO receptionists and administrative staff.
Assists with HR processes as needed, including recruitment tasks, interview logistics, paperwork preparation, scheduling, and personnel-file maintenance; communicates staff changes to the Program Manager.
Attends meetings, takes minutes, and prepares and distributes meeting materials and agendas.
Organizes and maintains administrative office files and prepares and distributes program materials such as calendars, newsletters, flyers, and forms.
Distributes updated forms to centers and maintains procedure binders.
Assists with purchase requisitions, supply requests, and general office logistics.
Helps enroll families into CYFS programs and supports data coordination with HR.
Manages incoming and outgoing mail, faxes, and packages and distributes correspondence.
May assist with transportation records, including mileage and maintenance, review employee timesheets, and distribute paychecks.
Provides support to the CYFS Food Program and may review In-Kind and attendance records before finance submission.
Demonstrates commitment to CYFS program goals and follows safety rules and practices.
Performs other duties as assigned.