Role:
Provide administrative support to Another Road to Safety Program (ARS) under the direction and supervision of the Director of Social Services Programs. The Administrative Assistant has the primary responsibility of reception/ front desk duties, triaging phone calls, database entry, light accounting functions, such as record keeping and handling of client stipends/ basic needs funding, acknowledgment correspondence, and maintaining filing and client reporting systems with confidentiality and data integrity.
Interested? Please apply via this link: https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=152222&clientkey=56D6C3C41972E2E3FE0EFF5F27172E77
Qualifications:
-High School Diploma or equivalent accompanied with 1-2 years of administrative experience
-Intermediate to Advanced use of MS Office Suite. Aptitude for leaning new software and systems
-Detail-oriented, strong sensitivity to deadlines, multitasking ability, strong organizational and problem-solving skills
-Ability to work collaboratively with a team
-Must be flexible and open to changing priorities and appropriately identify and prioritize emergent situations in the functioning of the agency
-Excellent interpersonal skills, including patience and cultural competency
-Excellent verbal and written communication skills
-Represent A Better Way, Inc. in a positive and professional manner during telephone/written communication and in-person contact with ABW clients, ARS clients, community partners, etc.
-Valid CA driver’s license and good driving record.
-Must be able to pass all required background checks.
Preferred Qualifications:
-Bilingual in Spanish
Duties and Responsibilities:
-Assist and support Director of Social Services Program, ARS program staff and other ABW Social Services program/staff as needed.
-Correspondence with A Better Way headquarters (Berkeley) regarding all ordering and tracking supplies, equipment /building maintenance, and securing building
-Data collection and presentation of monthly/quarterly/annual reporting for contract deliverables
-Arrangement of Coordination of program training dates, classes and/or certifications, etc.
-Help with arrangement and coordination of travel and special events for staff
-Help implement new procedures, methods, and systems
-Participate in joint meetings with County and program staff as needed.
-Participate in required program and skill development training
-Ensure the front desk is covered at all times, unless authorized by ARS management.
-Reception/telephone duties
-Manage daily operations: including but not limited to filing, maintaining inventory, copying and distribution of other documents, stamping and distribution of daily incoming and outgoing mail, maintaining deadlines of mail, ordering and purchasing program materials and office supplies for all ARS locations, etc.
-Maintenance of all printed materials associated with program(s) and agency
-Editing of documents for grammar and format
-Updates and maintains client records monthly – hard copies and electronic
-Responsible for preparation of confidential documents and/or reports
-Follow all organizational policies, procedures, and legal regulations regarding privacy and the handling of confidential information.
-Ensure all records, files, and communications are stored securely and access is restricted to authorized personnel only.
-Use secure methods for storing, transmitting, and disposing of confidential information.
-Immediately report any actual or suspected breaches of confidentiality to supervisor or Program Director.
-Exercise discretion when discussing PII and sensitive matters in any setting, ensuring conversations are conducted in a private and secure manner.
-Performing light accounting functions, such as record keeping and handling of client stipends/ basic needs funding, etc.
-Keep the client waiting area a safe, clean and comfortable environment
-Welcoming visitors and clients, answering phones, and directing callers to the right people
-Ability to travel between offices as needed
-Handle building scheduling and calendar management
-Organize and maintain the condition of the office, office equipment, and supplies
-Perform all other duties as necessary for the good of the program and agency
Work Environment
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
Position Type/Expected Hours of Work
This is a full-time non-exempt position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m. Some evenings and weekends are required.
Travel
Local travel to various worksites is required
Work Authorization/Security Clearance
Employees must pass a background check and receive TB and health clearances prior to employment. Compliance with organizational vaccination policy.
A Better Way is committed to workforce diversity. Qualified applicants will receive full consideration without regard to age, race, color, ethnic background, religion, gender, sexual orientation, HIV-status, national origin or disability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.