Administrative Assistant

This position will help support all members of the Alliance for Community Transformations Administrative team as well as ACT holdings, Inc. Duties will include answering a multi phone lines, office coverage, printing, scanning, filing, Board liaison, staff training support, new staff orientation support, HR data base updates, CalOSHA reports, IIPP meetings and other tasks associated with administration and HR compliance.

Folks who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, and bilingual are encouraged to apply. 

This position will be expected to work Monday – Friday, 8:30am – 2:00pm 

Essential Duties 

• Pick up and disseminate mail, scan bills and invoices to online and hard copy folders.
• Answer phone lines and assist callers, clients and vendors, reporting any complaints to the Administrative Director.
• Check the Info email box and forward emails or requests to appropriate staff member.
• Provide admin office coverage during other staff lunch breaks
• Assist with job announcements, interview scheduling, orientation set up and document retrieval
• Maintain HR database for employment required documents, trainings and employee information updates
• Assist HR Director with all CalOSHA requirements, IIPP reports and staff safety trainings
• Assist Executive Directors of Alliance and ACT Holding, with Board meeting coordination and filing of board documents.

Additional Responsibilities

• Assist with the All Staff Appreciation event planning along with other committee members
• Maintains forms and documents related to the functioning of the office
• Maintains communication with vendors, contractors, and community partners on behalf of both Alliance and ACT Holding.
• Helps maintain office cleanliness and beautification, maintains office supply inventory and lets Administrative Director know ordering needs
• Attend program and agency staff meetings when requested by Director
• Print and mail items as needed
• Other duties as assigned within scope of job classification.

Qualifications and Education Requirements  

Education/Experience:

• High School Diploma/GED; college preferred;

Knowledge of:

• Office Equipment Operation, including computers, phone, fax, copier, etc.
• Microsoft products and general database navigation

Ability to:

• Be accurate, reliable, punctual, well organized, careful and thorough;
• Communicate effectively orally, electronically and written;
• Work effectively with limited supervision and foster a team atmosphere;
• Prioritize work and exercise good judgment, schedule and manage workload;
• Demonstrate comfort and expertise in operating computers and other technology;
• Establish and maintain effective working relationships with clients, co-workers and the general public;
• Analyzing facts and exercising sound judgment in arriving at conclusions;
• Prepare concise reports;

Physical Requirements:

• Facility to see read and distinguish printed and handwritten documents
• Facility to hear and understand speech at normal room levels, and to hear and understand speech on the telephone
• Facility to constantly use hands and arms to input data into computer and use adding machine
• Ability to move boxes of files from one location to another; physical agility to lift and carry up to 20 pounds, and to bend, stoop, walk and reach overhead
• Ability to sit for extended periods of time
• Must be able to concentrate for long periods of time
• Mental acuity to perform the essential functions of this position in an accurate, neat, timely fashion: to make good judgments and decisions; and to evaluate the results of decisions and judgments

​ ​Other Requirements: 

• Must complete finger printing and background check upon hire, at Alliance expense.  Failure to pass fingerprint clearance or background may result in withdrawal of job appointment 
• Must have reliable transportation, a valid driver’s license, and DMV clearance 
• Must have and maintain active auto insurance policy 
• The Alliance highly recommends vaccination against COVID-19, although staff are not required to be vaccinated. 

Alliance for Community Transformations is an equal opportunity, affirmative action employer.  All qualified applicants will be considered regardless of race, color, religion, ancestry, national origin, age, gender, marital status, sexual orientation, medical condition or physical disability. 

Benefits: 12 paid holidays, 95.04 hours of paid time off per year, Cafeteria Plan with Health, Dental, Vision, Life Insurance, and Retirement Benefit Options.

Salary : $19 - $21