Administrative Assistant I

Wage band range $19.00 - $26.00 per hour however, starting pay is ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

Under the direct supervision of the Chief Development Officer, it provides daily administrative support for our front desk, including data entry and other related office duties as assigned. The position is responsible for carrying out Casa Pacifica's mission and vision in the front office area of the Casa Pacifica Founders Building.

We are a diverse and inclusive team providing excellent services to all our surrounding communities. Our team members are empowered to share their identities, ideas, and perspectives. A culture built on diversity, equity and inclusivity is essential to creating a safe and healing environment at Casa Pacifica.

DUTIES AND RESPONSIBILITIES (illustrated by typical activities):

• Perform administrative operations, including receptionist, clerical, and office support duties.
• Responsible for the daily creation and maintenance of the payment and donation log, ensuring all donations and payments are accurately recorded, and updated in a timely manner. Works closely with the Finance Team to reconcile donations and payments and maintain accurate financial documentation.
• Responsible for reconciling the Chief Development Officers expenses and credit card reports, ensuring accurate and timely submission through Concur.
• Welcome visitors in a warm and friendly manner (including vendors, parents, and other professionals visiting children or staff) and answer visitors' questions in a friendly, helpful, and professional manner.
• Maintains all vendor keys/fobs, visitor and volunteer sign-in/sign-out logs, and visitor badges.
• Answer and direct phone calls in a polite and friendly manner. Screens phone calls and routes callers to the appropriate party.
• Maintains the reception area and all common areas in a clean and tidy manner at all times.
• Take inventory of supplies and restock as needed and maintain the general office filing system.
• Coordinates and prepares outgoing mail, including metering postage, bulk mailings, UPS and Fed EX orders, Next Day Air services, agency brown mail, and presorted mail, etc. Also maintains the postage meter, logs and ensures that an ample supply of postage and meter supplies are always on hand.
• Receive deliveries; sort and distribute incoming mail at least once daily.
• Assist donors with the receipt and handling of in-kind donations and other gifts. Maintains the in-kind donations in an orderly manner. Contacts the Development Department when donations are dropped off. Assists with maintaining in-kind donation logs when needed.
• Be familiar with the various meetings and conferences that are held regularly in the campus meeting and conference facilities and assist in coordinating these meetings when needed.
• Oversees restocking of vending and employee breakroom supplies in the Founders and Burgos Buildings.
• Maintains confidentiality in all matters within the organization with respect to confidential information, personnel, guests, donors, volunteers, and clients.
• Provide meal tickets to Casa Pacifica employees and guests as needed. Maintains a log of all meal ticket sales. When the log sheet has been completed, turn in a reconciled report with Finance.
• Support with Development department events and fundraisers as schedule allows.
• Additional tasks may be assigned including collating projects, mailings, stuffing envelopes, copying, etc. for the Development and Executive areas.
• May perform other duties as assigned.

EDUCATION and/or EXPERIENCE: Associate degree (AA) or equivalent from a two-year College or technical school to emphasize clerical administrative support; or an equivalent combination of education and experience.

OTHER SKILLS AND ABILITIES:

• Strong organizational and administrative skills are essential.
• Ability to manage several projects at one time.
• Organized and able to work in a fast-paced environment.
• Ability to problem-solve and address administrative issues before they arise.
• Professional and diplomatic demeanor with people, including interacting with children in a nurturing way with a positive and patient demeanor.
• Ability to type 35-40 wpm and advanced knowledge of Microsoft suite software (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Strong attention to detail in work duties and communication.
• Desire to be proactive and create a positive experience for others.

Language Skills: Ability to read, analyze, and interpret standard office documents. Possess the ability to write routine reports and correspondence.

Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure.

Reasoning Ability: Ability to apply principles of logic or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with nonverbal symbolism in its most difficult phases. Ability to deal with a variety of abstract and concrete variables.

Driving Ability: Have and maintain a current California drivers license.

WHAT WE OFFER
Casa Pacifica strongly believes in providing our employees with a comprehensive and competitive total benefits package that will support them across the many needs that arise in life. In addition to the salary information listed above, employees within this position will also be eligible for the following:

• Comprehensive Benefits package,
• 401k auto enrollment at 3% with up to 5% fully vested employer matching contributions made after first year of service
• 9 paid holidays
• Medical, Dental & Vision Insurance options
• Flexible Spending and Dependent care programs
• Excellent Training opportunities including opportunities for CEUs
• Education/Tuition Assistance programs
• Group Discount Pet Insurance
• Aflac Hospital, Critical Illness, Accidental & Dental supplemental plan options
• Employee Assistance Program (EAP)
  • Free Confidential Crisis Line 24/7, 365 days a year
  • 4 face-to-face or telephonic sessions per issue, i.e.,
    • Stress, Anxiety, Depression
    • Life transitions
    • Grief and Loss
    • Divorce
    • Conflict Resolution
    • Substance Abuse
    • Work-Life Counseling
    • Free Legal and Financial Consultations
    • Identity Theft Recovery Services

Casa Pacifica is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. All applicants will be given full consideration under state, local, and federal law.