Administrative Assistant

Community Action Partnership of San Luis Obispo County, Inc.; California (MO); On-site; USD 42,000 - 54,000; Full time

Job summary

Community Action Partnership of San Luis Obispo County, Inc. is seeking an administrative support professional to assist the Program Manager and staff across Head Start, Early Head Start and State Child Development programs.

The role involves a wide range of clerical tasks, data entry, scheduling, preparing materials, and coordinating with HR. The ideal candidate will be organized, accurate, and capable of handling multiple priorities in a busy office environment.

Qualifications

• High School Diploma or GED required.
• 3–5 years of office management and clerical experience.
• Typing speed of 45 words per minute required.

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.
• 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.

Skills

Typing 45 wpm

Office management experience

Education

High School Diploma or GED

Job description

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.

Qualifications

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.

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.
• 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.

EOE/V/ADA/Drug Free Workplace/Asset Infused Organization. As an Equal Opportunity Employer, Community Action Partnership of San Luis Obispo County, Inc. will consider all qualified applicants without attention to race, sex, age religion, disability, national origin, veteran status, socioeconomic class, or any other protected characteristic.