Administrative Assistant

Position Summary

The Child Advocates Administrative Assistant is a highly organized and proactive team member. The Administrative Assistant will work closely with our office staff to support the smooth execution of administrative assignments and will report to the Communications Director. The ideal candidate has strong interpersonal and organizational skills, excellent attention to detail, and is an energetic professional who is comfortable wearing multiple hats and providing direct support to several team members while managing multiple priorities at once.

This position currently follows a hybrid schedule, with a combination of in-office and remote work.

Job Responsibilities

General

  • Purchase and maintain office supplies
  • Monitor and maintain office equipment (server, copier, phone system, postage meter, etc.) and coordinate repairs or technician visits as needed
  • Serve as the main point of contact with the building landlord for repairs, upgrades, and other needs
  • Monitor office space and office supplies; order and re-stock as needed
  • Keep track of equipment assigned to staff for home use
  • Manage alarm system updates (adding or removing users)
  • Handle phone system updates (adding or removing users, troubleshooting)
  • Perform related duties as assigned
  • Serve as the main point of contact for the office
  • Maintain a clean, organized, and welcoming office environment
  • Greet visitors, assist with requests, and maintain professional and positive relationships with staff, volunteers, and visitors
  • Keep track of memberships and pay annual fees as needed
  • Occasionally make trips to the post office for mailings
  • Perform other related duties as assigned

Case Management and Volunteer Support

  • Data entry for informational sessions and volunteer hours
  • Create case assignment packets
  • Assist with occasional data reports
  • Help with in-person volunteer and outreach events, including room rental coordination, set up, and clean up
  • Assist with the Volunteer Recognition and Appreciation event
  • Coordinate office pick-ups for volunteers (art supplies, backpacks, holiday gifts, gift cards, and other items)

Fundraising

  • Manage all acknowledgements typing and mailing
  • Assist with other development activities
  • Manage auction donation forms for Evening of Promise, coordinate and send out acknowledgements
  • Coordinate auction items pick up

Qualifications and Requirements:

  • Minimum of two years of administrative experience; nonprofit experience preferred
  • Fast, proficient, and accurate typing skills
  • Strong attention to detail and excellent organizational skills
  • Ability to prioritize tasks, follow instructions, and work independently with minimal supervision
  • High level of data entry accuracy and persistent follow-up
  • Proven ability to multi-task effectively and manage deadlines
  • Extensive knowledge of Microsoft Office Suite, database software, and other administrative tools
  • Excellent written and verbal communications skills and strong interpersonal skills
  • Ability to operate and troubleshoot standard office equipment
  • Ability to build and maintain positive, collaborative relationships with staff and program participants
  • Commitment to fostering an inclusive environment, respectful of all individuals regardless of socioeconomic background, culture, religion, sexual orientation, disability, or gender
  • Ability to maintain confidentiality at all times
  • Criminal justice fingerprint clearance (Federal, State, CACI) and consumer reporting background check required
  • Valid driver’s license
  • Commitment to the mission and goals of the program

Compensation

$25/hour

    Additional Information

    16 hours/week, non-exempt position, flexible schedule. Hours will fluctuate from month to month, but cannot average more than 76 hours/month.
    Reports to the Communications Director.

    Application

    Email your resume and a cover letter to casa@cccocasa.org. Explain in the cover letter your interest in the position and why you are the ideal candidate for the job.

    Equal Opportunity Employer

    Child Advocates of Contra Costa County is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

    No phone calls, please.

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