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Administrative Assistant

ADMINISTRATIVE ASSISTANT

Alameda Family Services is a non-profit agency that provides comprehensive supportive services to youth, families and children in the City and County of Alameda through several programs: Early Head Start, Head Start, Family Support Services, School-Linked Services, and Behavioral Health Care Services. 

OVERALL RESPONSIBILITIES:
Under the supervision of the Operations Manager, the Administrative Assistant will be responsible for providing administrative support for the Agency.

JOB DUTIES:

  1. Answer and direct all phone calls to the appropriate staff.
  2. Greet clients, assist with information, forms and provide referrals.
  3. Take client payments and issue receipts.
  4. Process outgoing mail and distribute incoming mail for the Agency.
  5. Maintain client information in the agency EHR database (i.e. client demographics, recording attendance, activity, payments, etc.). 
  6. Provide administrative support to programs (i.e. creating program material, copying, scanning, etc.).
  7. Order all office and janitorial supplies as needed and as program requested.
  8. Occasional evenings required.
  9. Provides support to AFSL with annual fundraising event (i.e. sales, mailings, providing event information, etc.)
  10. Other duties as assigned.

QUALIFICATIONS, SKILLS AND EXPERIENCE:

  1. Two year degreed desired.
  2. Two years of office experience, preferably in a non for profit environment. 
  3. Experience with data entry systems with a strong attention to detail.
  4. Must have working knowledge of all Microsoft programs (Word, Excel, Outlook, Power Point).
  5. Knowledge of Google Drive a plus.
  6. Excellent organizational and verbal and written communications.
  7. Experience working with a culturally diverse environment.
  8. Must be flexible and be able to interact and respond sensitively with youth, adults and families in crisis. 
  9. Previous cash handling experience a plus.
  10. Ability to work in a busy atmosphere.
  11. Able to work with minimal supervision.
  12. Must be able to maintain a positive, professional and courteous work demeanor.

PHYSICAL JOB DESCRIPTION:

  1. Primary responsibilities are performed in an office setting in a seated position.
  2. Ability to use desktop computer and telephone on a constant basis.
  3. Ability to sit and work at a computer for extended periods of time.
  4. Lifting of books and other documents weighing up to 20 pounds may be encountered in performing essential functions. 

CONDITION OF EMPLOYMENT:
Candidate is required to clear a Department of Justice background check. 
Current TB Test results are required prior to employment.

COMPENSATION AND BENEFITS:
Alameda Family Services offers a very generous benefits program. Based upon a 40 hour work week you will receive a paid ½ lunch break, Medical/Dental/Group Term Life Coverage, 11 paid holidays per year, approximately 24 days of vacation (accrual calculation .0923 x hours worked ) and 12 days of sick time (.0462 x hours worked). Additionally, we offer 401k retirement plan, Section 125 (Flexible Spending) and Commuter Benefits.

Equal Opportunity Employment
Alameda Family Services does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Please submit your cover letter and resume to: hr@alamedafs.org.