Administrative Assistant

Job Announcement: Administrative Assistant

BACKGROUND:

Established in 1998, the Yuba Watershed Protection and Fire Safe Council (YWPFSC) is a community-based collaborative group working to promote wildfire preparedness and maintain Yuba County forest health. YWPFSC hosts a wide array of programs to support community wildfire resilience in the Yuba County Foothills, from residential chipping and defensible space programs to coordination of large scale fuelbreaks. Since becoming a 501(c)3 in 2020, YWPFSC’s grant funded programs continue to grow to address the increasingly urgent need of wildfire resilience in California’s forests and communities.

POSITION:

YWPFSC seeks a passionate and organized Administrative Assistant to work directly with the Executive Director, Board of Directors, and staff to ensure smooth and cohesive operations of the organization. The ideal candidate will have a passion for community wildfire preparedness and a drive to grow the reach and impact of our existing programs. This is a part-time temporary position reporting to the YWPFSC Executive Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES: This list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.

• Coordinate monthly Fire Safe Council meetings, including arrange guest speakers, prepare and distribute agendas, and record and distribute minutes to the email list.

• Organize Board Meetings, assist with set up/take down of meeting room for Board Meetings, prepare and distribute Board packets, record and distribute minutes, maintain accurate/complete record of minutes.

• Act as a first point of contact for the general public by monitoring the general email mailbox and voicemail, and staffing the front office. Respond to inquiries in a timely and professional manner.

• Maintain the organization’s email contact lists.

• Interact/follow-up with partners regarding ED requests, monthly meetings and reports, and other essential communications. Maintain a suspense log on outstanding issues.

• Ensure that the Executive Director is kept informed on all matters and handle all administrative duties for the Executive Director including but not limited to: phone, emails, correspondence, computer upgrades and interactions with Board of Directors.

• Maintain computerized storage of key documents and safe storage of original paper foundation documents.

• Maintain organizational calendars, including a grant reporting calendar, and ensure staff stay on track with reporting deadlines and requirements. Assist in writing and submitting grant reports as needed.

SUPERVISORY RESPONSIBILITIES:

Provide indirect leadership to staff and Board; drive company focus, manage culture, encourage a strong work ethic, and foster an environment of trust and respect. Communicate and support council policies and decisions in a positive manner.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree from four-year College or University; or five years related experience and/or training; or equivalent combination of education and experience.

• Strong analytical, verbal, and written communication skills

• Strong organizational and follow-up skills

• Highly organized, accurate, and detail-oriented

• Strong work ethic with the ability to work independently without close supervision and meet deadlines

• Ability to handle changing priorities, multi-task, creatively problem-solve, and communicate effectively to develop and maintain positive working relationships with coworkers, Board, management, partners and local stakeholders

• Computer proficiency in Microsoft Office software, video conferencing platforms, internet operations

• Ability to maintain confidential information

• Ability to travel to meetings and other events as needed.

• Understanding of basic issues regarding community wildfire preparedness in California, or the ability to quickly learn

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to sit, stand, and may frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB DETAILS:

Job Type: Part-Time

Compensation: $22-25 per hour DOE, plus mileage reimbursement for travel to meetings

Schedule: 20 hours per week

Location: Browns Valley, CA

Yuba Watershed Protection and Fire Safe Council is an equal opportunity employer. Wildfire does not discriminate and neither do we. We are committed to diversity and inclusion in our workplace and in our work to build resilient communities. We do not tolerate discrimination or harassment of any kind based on race, age, gender, sexual orientation, religion, national origin, disability, or any other non-merit factor.

This position holds great potential for growth, depending on employee’s skill set and drive. If empowering communities and building wildfire resilience excites you, please apply!

To Apply: Please submit a resume and cover letter to admin@yubafiresafe.org by August 23, 2024.