Administrative Assistant

Organization Overview

Family & Child Empowerment Services (FACES) SF provides families who live and work in San Francisco with high-quality early childhood education and enrichment; job support, training, and placement; and comprehensive family support services and referrals. Our mission is to empower families who live and work in San Francisco to transform their futures through evidence-based educational and economic opportunities.

Position Summary

As the administrative assistant, you’re at the center of the team’s operations and activities. You’re organized and dependable and know your way around an office. You’re an integrity driven person who enjoys working closely with people to provide children/families focused administration support to our Workforce Development center. As the administrative assistant, you have a sense of urgency and are thorough with everything you accomplish. You must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to meet the needs of others. You rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. This is a 25 hrs/wk/part time, non-exempt position and reports directly to the VVJC Program Manager.

What You’ll Do

• Receive and greet visitors, screen and route them to the appropriate staff member.

• Screen correspondence and telephone calls, and sort and route center mail.

• Welcome callers and visitors and provide a positive first impression of the organization.

• Maintain polite and professional communication via phone, e-mail, and mail.

• Proficient in Microsoft office, including Excel, knowledge of running and creating functions, pivot tables and charts

• Handle office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.

• Complete complex copying jobs, including collating, stapling, hole punching, and folding.

• Operate and maintain a variety of office equipment.

• Providing real-time scheduling support by booking appointments and preventing conflicts.

• Use computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.

• Assist the team in maintaining office safety, including leading emergency response drills and monitoring emergency supply inventory.

• Establish and maintain confidential files/records

• Track and order supplies and materials according to established procedures and assure appropriate levels of supplies are maintained.

• Partner with the appropriate personnel to coordinate repairs to office equipment

• Input data into the data tracking systems like Workforce Central.

Qualifications

You have a solid mix of the following knowledge, ability, skills and experience:

• 1- 3 years experience in an administrative role, working in a high-energy and dynamic collaborative office environment

• Proficiency with all Microsoft Office applications and electronic client management systems

• Capable of working accurately and independently while managing multiple tasks and prioritizing effectively

• Familiarity with Sunnydale and Visitation Valley neighborhoods

• Bilingual (Spanish/English) a plus!

• Ability to pass administrative tests during recruiting process
  

• Ability to work cooperatively and independently with initiative and enthusiasm

• Ability to meet required state, federal, local, and CDC standards (including but not limited to fingerprint clearance, negative TB test, First Aid, CPR)

• Ability to lift moderate amounts of weight (up to 50lb)

• A deep commitment to aligning all program practices to FACES SF values, especially around equity, inclusion, and belonging

• Strong passion for and a desire to humbly reflect, learn, and grow in pursuit of our mission

• A sense of humor- we believe joy and justice go hand in hand!

What We Offer

• Hourly rate range $25- $30 based on experience, qualifications and education

• Healthcare premiums 100% paid for employees and 25% paid for dependents

• Three weeks of vacation, Twelvesick days, ten paid holidays, and a paid one-week winter closure between Christmas and New Year’s

• A retirement plan with employer match up to 7% of your salary

• A chance to positively impact the lives of young children and their families

• A fun, dynamic and collaborative working environment

• Opportunity to join a movement to achieve educational, economic, and racial justice!

FACES SF is a welcoming workplace for all. We embrace diversity in every form- race and culture, gender identity, sexuality, country of origin, religion, and/or ability. Candidates with diverse backgrounds and lived experiences are strongly encouraged to apply.

FACES SF is an Equal Employment Opportunity Employer.