Administrative Assistant

Alchemistcdc; Sacramento (CA); Hybrid; USD 28,000 - 40,000; Part time

Benefits offered by this job

3 weeks vacation/PTO

10 paid holidays

5 sick days

Professional development

Job summary

Alchemist CDC, a mission-driven organization in Sacramento, seeks a part-time administrative assistant to support board, accounting, and general operations. The role offers 20–25 hours per week with 60% remote work and in-office days, requiring residency in California for remote arrangements.

Compensation is $25/hour non-exempt, with vacation, holidays, sick days, and professional development opportunities.

Qualifications

• Minimum 2 years of secretarial, clerical, or administrative tasks in a professional office environment.
• Proficient in MS Word, Excel, and PowerPoint; strong writing and editing skills.
• Able to manage multiple tasks with accuracy and follow-through; strong organizational skills.

Responsibilities

• Take notes and summarize discussions during meetings.
• Schedule and follow up on board meetings; manage agendas.
• Track board action items and ensure timely completion.
• Research topics via internet or phone as requested by the board.
• Prepare materials and room setup for in-person meetings.
• Assist with communications and online postings for board recruitment.
• Provide general office support and research administrative tools.

Skills

Administrative experience

MS Word

PowerPoint

Excel

Communication

English proficiency

Education

High school diploma or equivalent

Tools

Google Suite

Zoom

Adobe Acrobat Pro

Dropbox

Canva

Cognito Forms

Job description

Expected Hourly Commitment: Part-time, 20-25 hours/week (Possibility for position to become full time in the future, for the right candidate, if desired)

Compensation: $25/hour non-exempt

• 3 weeks’ vacation/PTO annual accrual (accrual rate increases with length of service)
• 10 paid holidays annually
• 5 sick days accrued annually (up to 80 hours accrual limit)
• Professional development opportunities and growth/advancement potential

Flexible schedule. ~60% remote (office space available for you to use if you prefer to work on site). [Mustresidein the State of CA if you intend to do any remotework].(Minimum 2 day/week in-office)

About Us:

Alchemist CDC is a mission-driven organization that connects Sacramento area communities to land, food, and opportunity – toward a vision in which all neighborhoods are vibrant,equitable, healthy, and diverse. We are best known for enhancing the quality of life in under-resourced communities by improving access to nutritious foods, implementing community-supported public green spaces, and fostering economic self-sufficiency through business entrepreneurship and workforce development. Recognizing that community residents often have the best insight and ideas for addressing their own community’s needs, we see ourselves as building a trellis that provides the structure and support upon which grassroots efforts can flourish and grow. Learn more about our organization and programs at: www.alchemistcdc.org

~5% Assist with Board Support

Responsibilities:

Fill in on an as-needed basis to support the primary board administrative support staff, including:

• Take notes and summarize discussions and outcomes during non-confidential meetings and/or from recorded meetings
• Scheduling and follow up notifications of board meetings
• Follow up communications and tracking of board member assigned action items
• Researching topics as requested by board (via internet, phone, etc.)
• Preparing materials and room setup for any in-person meetings
• Drafting board meeting agendas based on board member input
• Track and report on board compliance tasks
• Research board management and communication technology tools
• Assist with communications and online postings for board recruitment
• Assistboard officers in coordinating urgent board voting orrequireddocument signing
• Other tasks as assigned

~20% Accounting Support

• Filing
• Data input/compiling toassistaccounting staff with invoicing and vendor payments
• Scanning/uploading receipts and bills
• Generate and send donation acknowledgement letters

~50% General Operations and Office Support

• Assist Chief Compliance Officer with tracking and completing regulatory compliance filings
• Formatting documents and spreadsheets
• Internet research/phone inquiries
• Receive and route mail
• Update website with provided content
• Prepare/anonymize application materials for hiring processes
• Occasionally run errands (e.g., mailing packages, picking up/dropping off supplies, etc.)
• Periodic inventory and purchasing for office/program supplies
• Maintain organization’s event and staff appreciation calendars
• Coordinate organization meetings and facilitate/set up remote access
• Assiststaff with basic device/technology support (e.g., installing/uninstalling programs, setting up computers and phones to be ready fornew staffuse, researching solutions to computer errors or compatibility issues, carrying out instructions from service providers’ tech support, etc.)
• Light maintenance of office space (tidying, cord management, ensure office safety compliance, ensure effective office organization/layout.)[Note that general janitorial services are provided for the office space, but you may have to bridge any gaps in that provided service as needed.]

~25% Program Support

• Input program evaluation data into spreadsheets or forms
• Assist Program Managers w/administrative tasks as needed, e.g., basic correspondence, meeting room preparations
• Opportunity toassistwith program operational work if desired andwork loadallows
• Assistwith developing and posting social media content
• At least 2 years’ experience performing secretarial, clerical or administrative tasks in a professional office environment
• High level of proficiency with MS Word, Power Point and Excel
• Proficient with the following software and platforms: Google Suite,including:Gmail, Google Sheets/Docs, Google Voice, Google Meet, Google Calendar
• Proficient with Zoom (setting up andfacilitating/troubleshooting remote meetings)
• Adobe Acrobat Pro, X, Pro DC or equivalent PDF editor
• A plus if you have familiarity with Dropbox, Canva, Cognito Forms
• Excellent English reading comprehension, writing and general communication skills including spelling, grammar, and punctuation. (A plus if you also read/write/speak any other languages)
• High level of professionalism
• A plus if you are proficient with 10-key entry
• Proficient working with a variety of office machines including, printers, copiers, scanners
• A plus if you have prior experience assisting with grant applications or business development proposals/bids.
• Proficient with basic IT setup/troubleshooting
• Mustdemonstratethat you have reliable transportation for running errands (whether with your own automobile, bicycle, car share, etc. – Mileage/work travel expenses are reimbursed)
• Strong attention to detail, great organizational skills and superiorfollowupskills
• Good with numbers, basicmathand accuracy
• Outstanding written, verbal, computer and math skills
• Able to assess and prioritize assigned tasks, and track and meet deadlines

Hiring process may includeproficiencytests in Excel, Word, alphabetization, typing, critical thinking and other relevant administrative tasks (for applicants that pass initial screening and interview)

Alchemist CDC is committed to diversity, equity and inclusion among its workforce and is an equal opportunity employer:

Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, reproductive choices, national origin, disability, age, and/or status as a protected veteran, and any other protected class. Alchemist CDC anonymizes all resumes and Application form responses before making the first level decisions of which applicants to invite to interview,in order tomitigate any implicit/subconscious bias. Alchemist CDC provides reasonable accommodation to enable individuals with disabilities to perform the essential functions of the position. Pleasenotify usif you need reasonable accommodations for any part of the application and hiring process.

**You will be required to complete a criminal background check after a conditional job offer is made. Alchemist CDC will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Alchemist CDC is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.