Administrative Assistant (Limited Term)

Position Summary:

Provides administrative and clerical support to the Facilities Administrative Office Staff in the development and management of capital improvement projects, and the maintenance, repair and operations of existing facilities. Maintains departmental databases for leases, contracts, pertinent facility information and work requests.  Tracks spending on special projects for the Facilities Director. Under direction of the Facilities Director, works with representatives of other agency departments to resolve problems.  Supports CAPSLO’s mission by providing administrative support to the Facilities staff, ensuring that projects and tasks can be carried out by the Facilities team as they keep the organization’s facilities safe, in compliance with regulations and comfortable for staff, children and clients.  

Required Education and Experience:

• Level I
  • Must have a high school diploma/GED and three years of experience in office management and clerical duties or an equivalent combination of education and experience. Must type a minimum of 45 wpm and provide a typing certificate prior to employment. 
  • Familiarity with MS Word, Excel and general computer literacy required. 
• Level II
  • Must have a high school diploma/GED and five years of experience in office management and clerical duties or an equivalent combination of education and experience. Must type a minimum of 45 wpm and provide a typing certificate prior to employment.
  • Familiarity with MS Word, Excel and general computer literacy required.

Preferred Education and Experience:

• Level I and Level II
  • Knowledge of MS Project and Access desired.
  • Experience with contracts, construction and facilities preferred.

License & Certifications:

• Must have a valid California Driver’s license and a reliable insured vehicle available for business use (mileage reimbursed) and acceptable driving record. A DMV printout and proof of insurance will be required.

Essential Functions:

• Coordinates the day-to-day office operations of the Facilities Department, including processing invoices for payment, ordering, receiving, and inventory of supplies, creation of purchase requisitions, file retention and purging, coordination of special projects, returning phone calls, managing departmental mail and shipping needs. Compiles statistical data, creates memorandums and reports, tracks project costs, duplicating documents.
• Under direction of the department head, coordinates and manages the department’s intranet system. Undergoes ongoing in-house intranet training to meet departmental needs. 
• Performs administrative duties for the Facilities Director, Manager, and Coordinators as needed, including composing correspondence, data entry, attending various meetings and responding to written, verbal and telephone requests. Organizes, maintains and coordinates administrative office files. Coordinates travel arrangements when needed. 
• Assists the Facilities Administrative Office staff in the coordination of contractors, sub-contractors and workers in the construction, repair and maintenance of CAPSLO facilities. Maintains contact with contractors through completion of repair.
• Follow up on contracts to ensure they are executed in a timely manner. Notifies the Facilities Director of any schedule concerns or issues.
• Works with representatives from other agency departments to research and resolve problems.

Knowledge, Skills and Abilities:

Knowledge

• Familiarity with MS Word, Excel and general computer literacy.

Skills

• Must have strong communication skills both verbally and written.
• Must have strong math skills.

Abilities

• Must have the ability to develop and maintain effective work relationships with other employees and representatives of private and public agencies.
• Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.
• Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.

Supervisory Responsibility:

• This position has no direct supervisory responsibilities. 

Work Environment:

• Requires working indoors in a temperature-controlled environment with some exposure to copier and printer chemicals/fumes.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical

• Position requires intermittent sitting, standing, walking, twisting, and bending. 
• Must be able to lift 30 pounds. 
• Simple grasping and hand manipulation required, as well as reaching above and below shoulder level. 

Additional Eligibility Qualifications:

• Must be at least 18 years of age by date of hire. 
• Must submit proof of current vaccination status for measles, pertussis, and influenza (or a current, signed influenza declination form) in compliance with SB 792.
• Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or sign a COVID-19 vaccination declination form.
• Must complete a health screening physical completed within 30 days prior to employment and a current TB skin test/Chest X-Ray. 
• Employment is contingent upon meeting all job requirements and background requirements: criminal history check (Inclusive of DOJ, FBI and Child Abuse), acknowledgement of child abuse reporting responsibility, criminal record statement (Form LIC508), etc. A criminal history clearance is required prior to employment. 
• Upon hire agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Program administrative staff will check the website annually to ensure all program staff are cleared to work. 
• Must meet the Head Start Performance Standards and State requirements. 
• Employment in Head Start, Early Head Start and Migrant and Seasonal Head Start Programs is contingent upon approval of the Policy Council.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Reasonable Accommodations:

I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice. 

I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.

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