Job Description
Position Title: Administrative Assistant - Operations

Reports to: Senior Director of Operations

Employment Status: Full-Time, 40 Hours, M-F 8:30 AM - 5PM

Non-Exempt

3/1/2023
Position Summary

• The Administrative Assistant reports to the Senior Director of Administrative Operations to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our executive, assisting in daily office needs, managing the company’s general administrative activities and assisting with agency-sponsored activities.

Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:

• Handling administrative requests and queries from executive managers.
• Organizing and scheduling appointments using Outlook, Zoom and other software
• Planning meetings and taking meeting minute summaries.
• Collaborate with managers reporting to the Operations Department.
• Assist with typing/preparing and packaging grant applications and periodic progress reports to funding agencies.
• Assisting with research, registration and activation of grant portals and maintenance of checklists.
• Coordinate with the Senior Director of Operations to develop, review, and implement corporate-wide operational policies and procedures.
• Assist the Senior Director of Operations in maintaining Facilities and IT logs and databases.
• Maintain department electronic and hardcopy filing systems
• Tracking and maintaining risk management files and insurance logs i.e. certificates of insurance.
• Review federal, state and local compliance requirements on behalf of the company.
• Support Disaster/Emergency Preparedness Plans, Business Continuity and other plans.
• Ensure adherence to all safety, health, and environmental rules and regulations.
• Review all operational invoices (for example: utilities, security, maintenance, rent, insurance, and consultant invoices) and prepare the invoices for approval for the leadership team and finance.
• Prepare reports for presentation at department and Board meetings.
• Maintain the agency’s confidence and protect operations by keeping financial and sensitive program information confidential.
• Follow YWCA San Gabriel Valley’s mission and display cultural sensitivity with clients, colleagues, board members, volunteers, vendors, and community partners.
• Perform other duties as assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Required: BA in Business Administration or equivalent and prior experience with business operations and procurement processes.
• The ability to type 50 WPM accurately; proficient in use of 10-key and other office equipment; intermediate computer skills including experience with Microsoft Office products, including but not limited to Word, Excel, and Outlook; ability to learn and use the PC hardware and software
• Proficient in English grammar and spelling with excellent oral and written communications
• Willingness to attend training seminars and meetings outside normal working hours.
• Current California driver’s license and a driving record acceptable to the Agency’s insurance carrier.
• Must have a proactive and positive attitude toward clients, colleagues, board members, and community partners.

Supervision Responsibilities: This position does not have any direct reports. This position may supervise interns.Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.
Note
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Application Question(s):

• Are you Vaccinated? You need to be.

Education:

• Bachelor's (Preferred)

Experience:

• Typing: 2 years (Preferred)
• Microsoft Excel: 3 years (Preferred)
• scheduling of appointments: 2 years (Preferred)
• Policy & Procedures: 2 years (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: In person

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