PRIMARY FUNCTION
The Administrative Assistant is a detail oriented, organized, self-starter, who will provide critical support for the organization’s administrative, resource development, and programmatic functions. This position involves a variety of administrative and clerical tasks and projects, including, but not limited to, data entry in CRM databases, ensuring and organizing accurate financial deposits, updating organizational calendars, maintaining paper and digital records, and monitoring office supplies. This position also assists with the facility rentals of the organization, including coordinating proper documentation, rental deposits, keys & alarms, and rental checklists.
Key Responsibilities:
Administrative Support
- Manage phone calls, providing general information regarding programs, hours of operation, facility rentals etc.; transferring phone calls and taking messages as needed.
- Organizing sorting and preparing mail received and mail to be delivered.
- Organize and schedule appointments, meetings, and supports facility rentals.
- Maintains electronic and hard copy filing systems, making sure they are accurate and timely to facility easy retrieval of information.
- Assist in the preparation of regularly scheduled reports.
Office Management
- Monitoring inventories, ordering office supplies, and maintaining sufficient records.
- Coordinate with vendors for deliveries, equipment maintenance/repairs, & inspections.
- Helping to ensure a safe, clean, and organized office environment.
Donor Stewardship & Event Coordination
- Accurately entering and updating records into a CRM database and using that data to generate accurate and succinct reports.
- Tracking, preparing and issuing correspondence for donations, invoicing, receipts, and updates to organizational supporters.
- Recognize contributions with donor tax ID acknowledgment letters in a timely manner.
- Provide event support, leading up to and at organizational events, which includes customer service, data entry, outreach, and general event support.
- Assist with meetings and events, including set-up / breakdown and volunteer coordination.
Communication and Public Relations
- Assist with maintaining the organization’s social media accounts and help monitor website content.
- Provide customer service for community inquiries.
Financial Administration
- Assist with expense tracking, invoice processing, and tracking payables and receivables.
- Maintain financial records and prepare basic financial reports.
RELATIONSHIPS:
Internal: Maintains contact and communications with organizational leadership to exchange information, seek and give assistance, consultation and receive direction.
External: Maintains contact with the community through media and outreach. Establish and maintain positive relationships with volunteers and stakeholders.
SKILLS/COMPETENCIES REQUIRED:
- Proficiency in MS Office (MS Word, Excel, and PowerPoint).
- Familiarity with clerical systems and procedures, mail mergers, data sorting, etc.
- Excellent written and verbal communication skills.
- Bi-lingual in Spanish a plus.
EDUCATION & EXPERIENCE
· High school diploma or equivalent
· 3 Years + experience in an administrative assistant role or in another relevant role.
· Previous database experience and experience with Canva a plus
QUALITIES & ATTRIBUTES
· High degree of integrity and professionalism.
· Self-motivated and ability to work independently and as part of a team.
· Excellent time management skills and the ability to prioritize work.
· Attention to detail and problem-solving skills.
· Strong organizational skills with the ability to multi-task.
PHYSICAL DEMANDS
Ability to lift 20 pounds, sit, bend, stretch, and stand for extended periods of time, and climb stairs.
Pay: $20.00 - $23.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Customer service: 1 year (Preferred)
Ability to Commute:
- Camarillo, CA 93010 (Required)
Ability to Relocate:
- Camarillo, CA 93010: Relocate before starting work (Required)
Work Location: In person
