The YouthSource and Education Department (YSED) is currently seeking an Administrative Assistant who will handle general office duties, act as the face of the YouthSource Center, support the accounting and purchasing process for all programs in the center, and keep file of staff and program documentation. The YouthSource & Education Department supports in-and out-of school youth with needed skills to transition into adulthood with careers, education and/or career training. The Administrative Assistant will answer incoming calls, greet visitors and handle inquiries on the phone and face-to-face, as well as supplying information regarding the organization to the general public, participants and customers. The Administrative Assistant will also assist with participant intakes, one-time service referrals, scheduling, as well other general office duties as assigned by the Program Manager.
- Provide a welcoming and helpful environment for youth and their family members as they enter the center and while receiving center services.
- Answer and screen telephone calls on a centralized telephone system, answer inquiries (frequently will need to answer inquiries in Spanish for our monolingual patrons), respond to concerns, and refer callers to staff as appropriate.
- Provide administrative support for center programming.
- Be knowledgeable of all Center grants.
- Create and maintain record binders for all hard copy requests, invoices, etc., for auditing purposes.
- Maintain a scheduling book for use of conference room and facilities.
- Assist and prep for site visits, audits, meetings, and program evaluations.
- Prepare invoices needed for submission to accounting; follow-up with accounting regarding status of invoices. Take timesheets, stipend, and invoices to downtown corporate office and/or pick up checks as needed.
- Requisition supplies and equipment for all components of the program.
- Establish relationships with vendors by obtaining quotes for required supplies.
- Support staff in assigned projects and provide quality assurance.
- Maintain participant records and keep inventory of program supplies and equipment.
- Support with telephone calls on a centralized telephone system, answer inquiries (frequently will need to answer inquiries in Spanish for our monolingual patrons), respond to concerns, and refer callers to appropriate staff.
- Receive, sort and distribute mail, and mail out requested information as needed.
- Gather information for updating documents and publications.
- Collect and manage programmatic data via YPI's data management software and other applicable program-related database.
- Perform general office duties, such as ordering supplies; maintaining records in management database; filing corporate documents, records, and reports.
- Use the following computer programs: Microsoft Office Excel, Microsoft Office Word, Microsoft Office PowerPoint, Google Drive and Dropbox.
- Operate and maintain office equipment.
- Distribute payroll checks to employees and follow sign out procedure, as needed.
- Assist with clerical tasks to include typing, filing, proofreading and translating as needed.
- Research, identify, and bridge resources related to the needs of the community.
- Support with maintaining a monthly center calendar to share with participants and partners.
- Attend other department staff meetings, trainings, or workshops, as assigned.
- Refer participants to appropriate community resources.
- Support with data entry when needed.
- Maintain a professional attitude, confidentiality, and respect cultural differences.
- Travel as needed for YPI business.
- Handle other duties as assigned.
- High school diploma required or General Education Development (GED) certificate; college classes preferred.
- 2-3 years experience in administrative work.
- 1 years experience working in the nonprofit field.
- Excellent communication and organizational skills; strong written and interpersonal skills.
- Exceptional organizational skill; attention to detail; ability to prioritize; ability to meet deadlines; ability to multi-task; strong problem-solving ability.
- Excellent customer service skills
- Ability to read and comprehend simple instructions, short correspondence, and memos.
- Demonstrated ability to work effectively as a member of a team.
- Proficient in Microsoft Office (Word, Excel, Access, PowerPoint) and Google (Mail, Calendar, Drive).
- If applicable, will be required to present current California driver license, proof of acceptable driving record (DMV H-6 printout), and liability auto insurance.
- Punctuality and outstanding attendance critical
- Ability to organize, multi-task, and prioritize.
- Ability to work effectively with minimal supervision.
- Experience working with individuals with diverse ethnic, social and educational backgrounds.
- Must have access to reliable transportation to arrive to work site at scheduled time consistently and for frequent travel between sites. If applicable, will be required to present current California driver license, proof of acceptable driving record (DMV H-6 printout), and liability auto insurance.
- Must be comfortable with program outreach, which may include canvassing, phone calls, presentations, etc.
- Must pass a criminal background check (Live Scan fingerprinting) prior to beginning employment with children.
- Must present proof of negative Tuberculosis skin test (Mantoux) prior to beginning employment dated within 60 days prior to start date.
- Must be able to meet deadlines and complete assigned tasks in a timely, professional manner.
Must be available to work three day shifts (8:30 a.m. to 5:30 p.m.) and two evenings during the week (10:30 a.m. to 7:30 p.m.). No exceptions.