Administrative Assistant II (FFCC)

First 5 Contra Costa; Concord (CA); On-site; USD 50,000 - 59,000; Full time

Job summary

First 5 Contra Costa is seeking an Administrative Assistant II to serve as the first point of contact and provide front office reception, customer service, and general support to the Administrative Manager. This role requires flexibility, strong organizational skills, and attention to detail.

The position supports a busy office, including greeting visitors, managing access, scheduling meetings, and assisting with HR tasks and timesheet reviews. Starting salary is commensurate with experience.

Qualifications

• Front desk and reception experience preferred.
• Excellent communication and organizational skills required.
• Ability to multi-task and adapt to changing priorities.
• Proficient in MS Office and internet research.

Responsibilities

• Provide front office reception, customer service, and a welcoming environment.
• Greet visitors, manage access to the office and conference rooms, and provide information.
• Answer and route calls and assist callers with questions.
• Order office supplies and maintain the supply room; coordinate equipment use and maintenance.
• Assist the Administrative Manager with HR tasks (posting jobs, reviewing resumes) and timesheet checks.

Skills

Customer service

Organization

Multi-tasking

Communication

Discretion/Confidentiality

Education

Bachelor’s degree

Tools

MS Office

Job description

First 5 Contra Costa helps young children grow up healthy and ready to learn during the most important time in their development. We have nearly 20 years of experience funding innovative programs and advocating for policies that produce better futures for our children. Since our inception, First 5 Contra Costa has invested more than $140 million in Prop. 10 revenues to programs and services that help Contra Costa’s children get the best start in life. Learn more at www.first5coco.org.

Position Summary

The Administrative Assistant II is the first point of contact for First 5 Contra Costa’s visitors and guests. This position plays a critical role in providing front office reception, excellent customer service to internal and external customers, and providing overall support to the Administrative Manager. This important role requires a person with the ability to be flexible and adapt to changing priorities; who has excellent organizational skills, is detail-oriented, has a helpful disposition, and a willingness to learn.

Standard Functions and Responsibilities

Front Office Reception/General Support

• Provide front office reception, excellent customer service, and create a professional and welcoming environment.
• Greet and welcome visitors, manage visitor access to office and conference rooms, and provide general information as needed.
• Answer and route incoming telephone calls and assist callers with general questions.
• Order office and other supplies as needed; responsible for maintaining and organizing the supply room.
• Schedule and coordinate equipment use; ensuring equipment is in good working order.
• Obtain bids and quotes for supplies, equipment, and materials as requested.
• Coordinate equipment maintenance, service, or repair.
• Maintain inventory list.
• Arrange conference room use, meeting room preparation, and provide meeting support for external groups.
• Perform general clerical duties such as filing, faxing, copying, correspondence, and mailing materials.
• Perform occasional office errands.

Support the Administrative Manager

• Assist with human resource related tasks including job posting, resume review, scheduling interviews, and communicating with candidates.
• Assist with reviewing timesheets for accuracy.
• Process and handle confidential information and files with discretion.
• Work on individual projects, information requests, or research as requested.
• Provide occasional administrative support to other staff when needed as backup.
• Participate as a staff team member in other Commission activities and projects as needed.

Minimum Education and Experience Requirements

Education

A Bachelor’s Degree in related field and two to three years of relevant work experience with progressive responsibilities; or five years of experience in a similar position with progressive responsibility.

Experience, Knowledge, and Skills

• Excellent customer service and interpersonal skills. Must enjoy working in a front office/reception environment and interfacing with the public, visitors, and staff.
• Excellent organization and time management skills, with the ability to prioritize a demanding workload while maintaining attention to detail and follow through.
• Ability to multi-task, prioritize, and work effectively in a fast-paced environment.
• Ability to manage a busy workload with interruptions; must be flexible and adaptable to changing priorities.
• Goal oriented with the ability to anticipate upcoming needs and potential problems, approach them with a problem-solving mindset, and communicate them to the supervisor.
• Ability to work independently and as part of a team working with diverse populations and groups.
• Demonstrated ability to contribute toward a positive work environment.
• Self-directed and action-oriented, sees what needs to be done and acts.
• Produces high quality work in a time-efficient manner; senses what will help/hinder accomplishing a goal.
• Resourceful and skilled at gathering information.
• Must be a self-starter and a quick learner.
• Ability to maintain discretion and confidentiality.
• Strong verbal and written communication skills.
• Excellent MS Office Suite skills with the ability to conduct internet research.
• Must possess a valid California driver’s license and automobile insurance.

Seasoned and retired candidates encouraged to apply. Starting annual salary range is $49,720-59,028, commensurate with experience.