Administrative Assistant

Administrative Assistant (Hybrid)

Job Description

*Mission: To provide quality services that advance well\-being in children, youth, and their families through environments and relationships that are safe, nurturing, and respectful.*

Position Title: Administrative Assistant

Hours: Part\-Time, 20 Hours Program Administrative Assistant

Potential Salary Growth: $26\.04 \- $34\.20 hourly

Department: Program

Program Service Area: Administration

Reports To: Program Director

Direct Reports: N/A

FLSA Status: Non\-Exempt

EEO Job Category: Administrative Support

Benefits: We provide our part\-time staff with voluntary benefits, and a 403b Retirement Plan with a matching contribution of up to 2%, depending on years of service. Time off accrual for this position includes 1 hour of California Paid Sick Leave for every 30 hours worked, with a maximum accrual of 80 hours per calendar year.POSITION SUMMARY

The Administrative Assistant is responsible for performing a wide range of administrative and office support activities for the Program Director. This position requires proficiency in multiple areas that include management of projects, managing information flow in a timely and accurate manner, excellent customer service and general administrative tasks. The Administrative Assistant handles highly confidential information and must strictly adhere to HIPAA and other confidential guidelines.

ESSENTIAL FUNCTIONS

RESPONSIBILITIES

Program

• Manage and maintain supervisor’s schedule, paying close attention to detail and exercising excellent customer service
• Maintain electronic and hard copy filing system
• Coordinates and assists with special projects and various administrative tasks
• Assists with developing and managing data systems including coordinating the collection of data and outcomes and analysis of data
• Researches, interprets, analyzes and writes reports and summaries
• Prepares PowerPoint presentations, reports and visual presentations
• Participates as a member of the RFP grant writing team which includes logistical support, ranking, coordination of monitoring, scheduling, finalizing and tracking for the Grant Writing Team
• Record and distribute meeting minutes and correspondence including action items and timelines
• Provides operational support (supply orders, credit card receipt management, etc.)
• Work effectively across all programs and agency\-wide service areas for Agency wide effective communication and operations

Assist and collaborate with Program Managers as directed by Director of Programs and as requested Other duties as assigned

STAFF SUPERVISION

• None

COMMUNICATION

• Maintains the highest level of confidentiality
• Provides responsive, high\-quality service to staff, clients, board and members of the community by providing accurate, complete and up to date information, in a courteous, efficient and timely manner
• Coordinates activities with teams throughout the agency as directed by supervisor

AGENCY LEADERSHIP

• Exemplify and promote agency mission, vision and core values
• Represents Harmonium in a positive, professional manner and sets an example for staff

DECISION MAKING

• Judgment and decisions are guided by professional standards and Harmonium and program policies, contracts and guidelines

MINIMUM COMPETENCIES

EDUCATION \& EXPERIENCE

• A Bachelor’s degree is preferred. A combination of education and experience that demonstrates the ability to perform the duties of the position will be considered.
• Non\-profit experience is preferred

KNOWLEDGE, SKILLS \& ABILITY

Maintains confidentiality and the highest level of professionalism (internal and external) Strong organizational skills with the ability to manage details and a high volume of tasks Excellent working knowledge of Word, Excel, PowerPoint and Google Apps for Business Highly organized

• Proficient in Google Workspace, including Gmail \& Drive
• Strong problem\-solving skills
• Experience with data collection
• Ability to use office equipment including computers, fax machines, copiers, printers, voice mail/telephones
• Ability to prioritize assignments
• Excellent written skills
• Commitment to Harmonium mission, principals and goals

ADDITIONAL EMPLOYMENT REQUIREMENTS

• Valid TB results required
• Must receive Fingerprint Clearance upon hire (paid by Harmonium)
• Valid CA driver’s license and access to a reliable vehicle with active insurance

PHYSICAL REQUIREMENTS

• Ability to perform data entry and ten key functions
• Work is normally performed in a typical interior/office work environment
• High energy needed with the ability to balance multiple high\-stress tasks
• No or very limited exposure to physical risk
• Ability to travel throughout the county with the flexibility required to meet job duties
• Frequent repetitive hand use and simple grasping, i.e., desk and computer functions
• Ability to sit for prolonged period
• Ability to lift and carry up to twenty pounds
• Ability to operate a computer
• Occasional standing, walking, kneeling, bending, twisting, pushing, pulling, reaching above and below the shoulder
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

DIVERSITY STATEMENT

Harmonium is committed to creating a diverse environment and is proud to be an equal opportunity employer. We seek to cultivate a work environment that encourages fairness, teamwork, and respect among all employees/interns. We are committed to maintaining an atmosphere in which people of diverse backgrounds and lifestyles may grow personally and professionally.

DISCLAIMER NOTICE: This Job Description is intended to describe the general nature and level of work being performed by the employee in this position. It is not intended to be an all inclusive list of all responsibilities, duties, and skills required of a person in this position. This job description is subject to change at any time.