Title: Administrative Assistant – Visalia, CA
Organization: Community Water Center
Location: Visalia, CA In-Person
Office Hours: Part-time (25 hrs per week) M-F starting at 9AM
Community Water Center acts as a catalyst for community-driven water solutions through organizing, education, and advocacy. CWC has offices in Visalia, Watsonville, and Sacramento, CA. We seek to build and enhance leadership capacity and local community power around water issues, create regional movements for water justice in California, and enable every community to have access to safe, clean, and affordable drinking water.
At CWC, we believe that safe, clean, and affordable water is a human right, not a privilege. Our organizing and advocacy work, community collaborations, and organizational culture all reflect a concern for equity, mutual respect, appreciation for diversity, and environmental and social justice. We are looking for candidates who share our values, who bring a willingness to contribute to our mission and to the growth of a new organization, and who are open to developing their skills.
Position Description
The Administrative Assistant is a regular, part-time, non-exempt hourly position. This position will be responsible for serving as the first point of contact for all visitors, managing the daily administrative tasks, and assisting the accounting process across the organization. This position reports to the Administrative Manager and will also work closely with other CWC staff, community partners, independent contractors, allies and vendors. All employees at CWC are “at will.”
Ideal Candidate
● Maintains a professional demeanor and cultivates a positive, energetic attitude. ● Ability to transition tasks in a timely manner when needed to support the team. ● Organized individual who can efficiently handle ongoing tasks and take on new projects. ● Demonstrates initiative, takes ownership of their responsibilities, and is motivated to independently troubleshoot to achieve results. ● Accepts both positive and growth-based feedback and leverages it to improve job performance and openness to receiving constructive criticism.
Major Responsibilities
Accounting ● Support with the month-end reporting process for the organization's financials. ● Assist with accounts payable process; monitor and prep monthly invoices, monthly stipends, staff transactions submissions and approvals. ● Assist with accounts receivable process; prep the checks documentation to be ready for deposit, file the deposits (electronic/check), track grants/general donations in Salesforce, and pull third party deposits detail reports. ● Ensures timely distribution of donor acknowledgement letters. . ● Contact vendors to troubleshoot account issues as needed ● Assist with tracking the billable FFS invoices and prepping the mileage data entry reports
Administrative ● Serves as the first point of contact for office intake calls and routes messages to appropriate staff. Supports remote monitoring of the Sacramento office voicemails. ● Ensures front desk coverage extending a courteous welcome and manages incoming deliveries. ● Provides administrative support by setting up office space and equipment for new hires for both Visalia and Sacramento offices. ● Assist with checking the mailbox daily and processing them. ● Assist with coordinating lunches, meetings, and other events as required.
Facilities ● Assisting to ensure that the Visalia and Sacramento facilities are operating smoothly and efficiently. Provides support to Sacramento office staff via remote for troubleshooting as needed ● Maintain a well-organized presentable office space; vacuum, throw out trash/recycles, and organize the office back to original layout after events/large meetings hosted in the office. ● Ensure the office printer is running smoothly that includes changing printer ink, ordering and picking up the copy paper box. ● Ensuring the supplies are fully stocked in the office at all times and support ordering for the Sacramento office. Run errands and/or order of general office and cleaning supplies. ● Responsible for the maintenance of the company vehicle including car washes, and routine maintenance such as oil changes, tire service, smog checks, and other maintenance as required.
General Duties ● Foster an environment that promotes trust and cooperation amongst CWC staff, community members, and affiliate organizations. ● Actively participate in program strategy and staff meetings. ● Actively participate in CWC fund development activities, such as donor drives, online appeals, and other events. Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Required Qualifications ● Proficiency in English and Spanish (written and oral). ● Associates Degree or completion of college-level courses in Business Administration ● One year minimum of work experience, in a professional office environment. ● Able to multitask a variety of tasks in a fast-paced environment ● Excellent communication, time management, and organizing skills. ● Ability to work in a fast-paced environment, be flexible and adapt to changing circumstances. ● Proficient computer skills including Microsoft Office softwares, Gmail, and Google Apps ● Valid CA driver’s license ● Strong problem solving skills ● One year minimum of accounting experience that includes account receivable and accounts payable. ● One year of experience in administrative/front desk.
Preferred Qualifications ● Business Administration focus in Accounting or Finance ● Experience with managing the facilities property management of an organization's office to ensure it is operating smoothly. ● Event logistics research experience.
Physical Requirements: ● This role may involve periods of sitting, standing, walking, and pushing/pulling/lifting/carrying materials of up to 20 lbs.
Starting Date: Open until filled
Hourly Range: $21-25 per hour; based on experience and qualifications.
TO APPLY PLEASE EMAIL YOUR RESUME AND COVER LETTER TO [email protected].
Benefits: We offer a comprehensive compensation and benefits package which includes: medical, dental, vision, and life insurance; retirement contributions; generous vacation, family and sick leave and holiday policies; professional development opportunities and more. (Benefits guidelines and eligibility vary based on tenure and employment status, among other factors.)
Community Water Center is a 501(c)(3) organization. As such employees may be able to participate in the Federal Public Service Loan Forgiveness Program.
Community Water Center is committed to providing equal opportunity to qualified job applicants and employees and does not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical disability (including pregnancy), mental disability, medical condition, marital status, sex, age, gender, sexual orientation, citizenship, military service status or any other characteristic protected by applicable federal, state or local law.
To learn more about the Community Water Center and our programs, visit our website at www.communitywatercenter.org.
Pay: $21.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Application Question(s):
- Do you have a valid CA Driver License?
Education:
Experience:
- Administrative: 1 year (Required)
- Accounting: 1 year (Required)
Language:
Shift availability:
Work Location: In person
