Administrative Assistant Inland Operations

Job DetailsLevel: EntryJob Location: Sacramento, CA 95817Position Type: Full TimeEducation Level: 4 Year DegreeSalary Range: $25.00 - $27.00 HourlyJob Category: Admin - Clerical

Essential Duties and Responsibilities

Front Office & Reception

Greet and assist visitors, clients, and staff.
Answer and manage incoming communications, including voicemail and fax.
Receive and process orders and general office requests.
Manage front-door/out-of-office messaging and office communications.

Office Supplies & Inventory

Order and maintain office, including the printer/copier machine, kitchen supplies, bathroom items, and general supplies for staff.
Monitor inventory levels and coordinate replenishment.
Organize supply closets and maintain an orderly office environment.

Mail, Shipping & Document Management

Process incoming and outgoing mail, documents, and shipments with the use of mailer machine.
File and maintain outgoing documents and office records.
Receive and distribute deliveries.

Office Facilities & Maintenance

Coordinate office maintenance, necessary repairs or ongoing maintenance, office cleaning, pest control, drinking water, and power-related issues.
Report and follow up on facility concerns and service requests.
Coordinate office safety and workplace environment needs.
Maintain positive relationships with building management, neighbors, and service providers.

Technology & Equipment Support

Set up and troubleshoot office phones and related systems.
Coordinate printer/Ricoh services and maintenance.
Support staff with meeting technology, including Owl and Zoom setup.
Assist with basic office technology troubleshooting and maintenance.

Vehicles & Transportation

Coordinate vehicle scheduling and reservations.
Track vehicles and maintenance needs.
Coordinate vehicle insurance, registration, smog inspections, and related requirements.
Book cars and conference rooms as needed.

Administrative Coordination & Communications

Maintain and update email distribution lists and staff rosters.
Manage and update information on the intranet.
Coordinate internal office communications and announcements.
Prepare and distribute materials such as flyers, business cards, badges, and other office resources.

Meetings & Office Events

Coordinate conference room scheduling and office space planning.
Support holiday activities, office events, and organizational initiatives.
Coordinate office space and resource allocation.

Program & Community Support

Coordinate donations and community-support activities, such as coat drives.
Assist with program-related administrative needs and special projects.
Prepare promotional and informational materials as needed.

Safety

Identify and report safety hazards to your supervisor.
Report any workplace accidents to your supervisor immediately.

Confidentiality

Maintain the confidentiality of all client, employee, donor, agency, and partner information encountered in the course of employment. Handle verbal, written, electronic, and physical records with discretion and in accordance with agency policies, applicable privacy laws, and professional standards. Access, use, discuss, copy, transmit, or disclose confidential information only as necessary to perform assigned job duties and only with authorized individuals. Immediately report any suspected breach of confidentiality, lost records, or unauthorized disclosure to a supervisor.

QualificationsQualifications

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 legal accommodation may be provided to enable individuals with disabilities to perform essential functions.

High school diploma or equivalent. College preferred.
3+ years of experience in administrative, clerical, or office support roles
Superior skills in Microsoft Office (Word, Excel, PowerPoint, and Outlook) with a high aptitude for learning any additional software applications that may become necessary.
Sound knowledge of desktop and network operations, with help desk experience.
Excellent written communication, including proofreading and analytical skills.
Strong customer service skills and experience with the ability to multi-task
Strong organizational and communication skills
Demonstrate aptitude and experience in problem solving and analytical skills.
Knowledgeable of facility and office equipment operations and maintenance.
Respect for and ability to work with people from diverse backgrounds.
Flexible, responsible, mature, highly motivated, highly organized, and able to work independently.
Ability to work under high pressure and meet multiple deadlines.
Must be physically able to perform all job responsibilities related to clerical work, which may include duties such as bending, lifting and kneeling.
Provide diverse services to diverse people.

Treat others with respect and courtesy, striving for open and honest working relationships.
Maintain high ethical standards when dealing with others.
Demonstrate good judgment and common sense.

Ability to work with adults or youth with low income from diverse social and ethnic backgrounds who have a history of homelessness.
Ability to work independently, make effective decisions and utilize supervision as needed.
Ability to work collaboratively in a team setting.
Has a clean driving record, licensed and registered car, and proof of insurance.