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Aspiranet · 2 days ago

0-5 Administrative Assistant II

Brentwood, CA

Full-time

Onsite

Entry Level

2+ years exp

Aspiranet is a trusted neighbor and care provider in child welfare services, offering a range of support including foster family and mental health services. The Administrative Assistant II role involves providing essential administrative support, managing office operations, and ensuring compliance with program requirements.

Child CareChildrenNon Profit

Responsibilities

Provide general reception for the office

Operate a multi-line phone system

Manage petty cash account

Reconcile petty cash account

Process fiscal fund requests and reconciliations

Maintain program donation records

Code and submit all reimbursements and vendor invoices

Manage in-coming and outgoing mail

Inventory and purchase all office supplies

Produce meeting minutes and correspondence

Complete Administrative tasks related to on-boarding and off-boarding

Complete administrative tasks related to on-going Human Resource processes

Prepare safety meeting materials for monthly safety meeting

Data enter

File manage

Complete annual archiving

Perform periodic file audits

Scan and copy

Clean and stock office supplies

Schedule and maintain conference/meeting room calendars and meeting space appearance

Generate accurate and timely database reports

Serve as local technical support related to agency equipment

Complete personal administrative paperwork

Prepare clear, concise written reports and summaries

Comprehend and follow directions

Clearly convey instructions to others

Demonstrate sensitivity and responsiveness to cultural differences

Maintain appropriate professional boundary areas with staff, partners, clients and community resources

Maintain client and employee confidentiality per HIPAA, and other confidentiality laws

Model Aspiranet’s values, represent the agency in a professional manner, and abide by the agency’s Professional Code of Ethics

Perform additional duties as assigned by the Core Program Director

Required to work weekends and evenings

Qualification

Microsoft Office SuiteClerical experienceMulti-line phone systemDatabase managementCultural sensitivityOrganizational skillsCommunication skillsConfidentiality

Required

A minimum of two years' experience in clerical and business office operations

Proficient in Microsoft Office Suite; Outlook, Word, Excel

Experience working in a Windows- based environment including communications software using remote and file transfer protocols

Proficient organizational skills with the ability to prioritize multiple tasks

Flexibility to manage assigned workload in order to meet specified task deadlines

Competent in operating and maintaining standard office equipment such as a multi-functional machine (copier/printer/scanner/fax), postage meter, etc

Meets all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Department of Justice (DOJ) Fingerprint and Child Abuse Index clearance, TB/Health Physical, valid California Driver's License and clean driving record (Motor Vehicle Report) if required to drive for this position