Administrative Support Coordinator

Lincoln Families is a workplace that is committed to strengths-based, culturally responsive, attachment-centered, and trauma-informed care.

JOB TITLE: Administrative Support Coordinator

PROGRAM: General & Administrative

IMPORTANT NOTE: Lincoln Families is subject to the Public Health Order mandated by the state to require all staff be vaccinated against COVID-19. If offered a position, providing proof of your vaccinated status (including booster), or qualifying medical or religious accommodation will be a condition of employment.

POSITION SUMMARY: The Administrative Support Coordinator in our Pittsburg office is responsible for providing clerical and administrative support as a centralized resource for all Contra Costa programs and operations. This includes serving as front desk reception for visitors, mail and other deliveries; coordinating with internal support departments as needed; physically driving to Oakland headquarters (or other locations) to pick up and/or drop off paperwork, materials or other items; and, handling special projects as assigned. This position reports directly to the Contra Costa HR Manager for functional oversight, but indirect reporting to program leadership will determine the workload.

ESSENTIAL FUNCTIONS:

• Responsible for opening the 51 Marina building and deactivating the alarms by 8am Monday through Friday.
• Welcome and track on-site visitors; this includes being able to report to HR, upon request, who has been in the building at certain dates/times.
• Accept mail and other deliveries, notify staff to pick up deliveries from front office, and manage the outgoing mail process.
• Maintain office supplies and coordinate with Administrative & Purchasing Manager to restock inventory.
• Support staff by troubleshooting office equipment, complete any applicable preventative maintenance and coordinate with Administrative & Purchasing Manager or IT to call for repairs.
• Assist staff with booking conference rooms for meetings and reserving desk stations for individual work.
• Keep bulletin boards up-to-date with accurate, timely information.
• Coordinate with program leadership and Facilities to ensure maintenance requests are completed timely and accurately; this includes assisting with PPE supplies.
• Assist with special events and meeting set-up, break-down and logistical coordination (e.g., ordering food, requesting A/V support, attendee sign-in).
• Act as central resource for Pittsburg staff who have administrative questions; coordinate with support departments (e.g., HR, IT, Finance) to ensure the needs of Pittsburg’s staff are being addressed appropriately.
• Serve as courier between 51 Marina and 14th Street office when necessary for picking up and dropping off paperwork, materials or other items; this generally can be established on a regular schedule and may require an ad hoc trip based on emergent need. (Administrative Support Coordinator must have valid CA driver’s license, personal automobile insurance and satisfactory driving record.)

POSITION REQUIREMENTS: This position requires a high level of dependability and reliability including regular attendance, arriving to work as scheduled and ensuring adequate notification for absences (planned or unplanned). Must have a positive, friendly and welcoming attitude combined with strong communication and interpersonal skills working with people from a variety of racial, ethnic, socioeconomic, educational, religious, sexual, gender, and generational backgrounds. Must be organized, detail-oriented, able to problem-solve and diffuse challenging interactions. Can work independently but also asks for help when necessary.

EXPERIENCE AND EDUCATION:

• 2 years of administrative work or volunteer experience (specialized clerical training may be considered as equivalent)
• Associate’s degree or higher preferred; high school diploma or equivalent required
• Ability to type at least 35wpm and strong computer skills with basic-to-intermediate proficiency in Microsoft Word and Excel (will be verified by administrative skills test)
• Familiarity with Google suite preferred (Gmail, Docs, Sheets, Forms)

WHY JOIN LINCOLN FAMILIES:

• Salary: $52,000

• Time Off: 4 weeks of vacation, 18 sick days and 10 holidays (including 1 flex holiday); Vacation and sick time begin accruing from day one of employment

• Benefits: medical, dental and vision with 90-95% employer subsidy for employee premiums; we also offer 50% for dependents. Additional Benefits include flexible spending accounts (FSA), life insurance, disability insurance, commuter benefits, retirement & pension plans.

• Supervision: Weekly individual and group supervision.

• Affinity Groups, Equity Teams and Advocacy: we currently have an Employee Equity Council, a Management Equity Team, staff-run Affinity Groups, and Advocacy Groups focusing on immigrant needs, housing stability & reimagining public safety.

• Self Care: Lincoln encourages and supports self-care for all employees so that staff are able to sustain themselves in this work and better serve our families. Staff create self-care plans and receive funding they can use each year towards those plans. Employees also have paid time away for self-care each week.

• Professional Development/Training: Each year, employees can be reimbursed for expenses related professional licensing and other fees, as well as for professional development opportunities. Employees who have been at Lincoln Families for one year are also eligible to participate in advanced training series.

• Student Loan Forgiveness: We are a recognized 501(c)(3) nonprofit approved site. By working with Lincoln Families, staff are eligible for Public Service Loan Forgiveness.

• Top Bay Area Workplace 2021 & 2022

  
  

IMPORTANT NOTE: Lincoln Families is subject to the Public Health Order mandated by the state to require all staff be vaccinated against COVID-19. If offered a position, providing proof of your vaccinated status (including booster), or qualifying medical or religious accommodation will be a condition of employment.