Administrative Assistant

CAPSLO; California; On-site; USD 25,000 - 39,000; Full time

Job summary

CAPSLO in Fresno is seeking an Admin Assistant to provide administrative and program support to the Program Manager and staff for Head Start, Early Head Start and State Child Development programs.

The role requires a High School Diploma or GED, 3–5 years of office management experience (level dependent), and the ability to type 45 words per minute; fluency in two or more languages is required.

Qualifications

• Requires High School Diploma or GED.
• Level I requires 3 years of office management and clerical experience.
• Level II requires 5 years of office management and clerical experience.

Responsibilities

• Performs a wide range of clerical and administrative tasks including typing, data entry, filing, duplicating, correspondence, reports, budgets, proposals, and statistical data.
• Provides program information to the public, organizations, and staff; screens callers, answers inquiries, and schedules meetings.
• Responds to requests from Directors, Managers, Coordinators, and Specialists; gathers technical requests and routes them to appropriate staff.
• Uses ChildPlus or NOHO systems for data entry and generating reports.
• Provides backup support to CAPSLO receptionists and administrative staff.
• Assists with HR processes as needed, including recruitment tasks, interview logistics, preparing paperwork, scheduling, and maintaining personnel files; communicates staff changes to Program Manager.

Skills

Bilingual (2+ languages)

Typing 45 wpm

Office administration

Education

High School Diploma or GED

Tools

ChildPlus

NOHO

Job description

This role is stationed in Fresno and will support programs in San Joaquin and Fresno counties.

Must be fluent in two or more languages, including one that supports the needs of the program and community.

Under general direction, provides administrative, clerical and program support to the Program Manager and subordinate staff in the program(s). Supports CAPSLO's mission by ensuring administrative and clerical support for the Head Start, Early Head Start and State Child Development programs.

What you bring to the table:

Level I

• Must have a High School Diploma or GED.
• Must have three years of experience in office management and clerical duties or an equivalent combination of education and experience.
• Must be able to type 45 words per minute accurately.

Level II

• Must have a High School Diploma or GED.
• Must have five years of experience in office management and clerical duties or an equivalent combination of education and experience.
• Must be able to type 45 words per minute accurately.

As the Admin Assistant you will:

• Performs a wide range of clerical and administrative tasks including typing, data entry, filing, duplicating, correspondence, reports, budgets, proposals, and statistical data.
• Provides program information to the public, organizations, and staff; screens callers, answers inquiries, and schedules meetings.
• Responds to requests from Directors, Managers, Coordinators, and Specialists; gathers technical requests and routes them to appropriate staff.
• Uses ChildPlus or NOHO systems for data entry and generating reports.
• Provides backup support to CAPSLO receptionists and administrative staff.
• Assists with HR processes as needed, including recruitment tasks, interview logistics, preparing paperwork, scheduling, and maintaining personnel files; communicates staff changes to Program Manager.
• Attends meetings and takes minutes; prepares and distributes meeting materials and agendas.
• Organizes and maintains administrative office files; prepares and distributes program materials such as calendars, newsletters, flyers, and forms.
• Helps distribute updated forms to centers and maintains procedure binders.
• Assists with purchase requisitions, supply requests, and general office logistics.
• Helps enroll families into CYFS programs and supports data coordination with HR.
• Manages incoming and outgoing mail, faxes, packages, and distributes correspondence.
• May assist with transportation records (mileage, maintenance) and review employee timesheets; distributes paychecks.
• Provides support to the CYFS Food Program and may review In-Kind and attendance records prior to finance submission.
• Demonstrates commitment to CYFS program goals; follows safety rules and maintains safe practices.
• Performs other duties as assigned.

Please note this job advertisement 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.