Administrative Assistant, ProjectLIFE/LIFESPRING

Lifeline Community Services, Inc.; San Marcos (CA); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Generous paid time off

Employer paid medical, dental, vision benefits

Flexible spending account

Matched 403(b) retirement plan

Incentive rewards program

Job summary

Lifeline Community Services, Inc. is hiring an Administrative Support professional in San Marcos, California. Responsibilities include scheduling, data entry, managing office files, and supporting program statistics reporting. The ideal candidate will have a BA in business or a related field, two years of experience, strong skills in MS Word and Excel, and a critical thinking ability. The role allows for career development and offers generous paid time off and health benefits.

Qualifications

• Two years administrative experience in data collection and entry.
• Experience in processing and analyzing statistical information.
• Bilingual Spanish helpful but not required.

Responsibilities

• Provide administrative support for scheduling and data entry.
• Maintain office files and establish a filing system.
• Assist in the review of documentation and billing packages.

Skills

Critical thinking

Problem-solving

Data entry

Communication skills

Typing speed (45 wpm)

Education

BA in business or related field

Tools

MS Word

Excel

Outlook

Job description

Position Summary

Under the supervision of the Associate Director, provide administrative support in scheduling, data entry and maintenance, and desktop publishing. Lends administrative support to the Director and Associate Director of Programs. Responsible for clerical work and managing office responsibilities. Responsible for the continual attention to detail in composing, typing and proofing materials, reports, establishing priorities and meeting deadlines. This position also provides administrative support and performs duties necessary for the daily operations of Project LIFE and Lifespring. Candidate must be proficient in necessary applications, experienced in multi‑tasking and understand necessities of confidentiality, responsible for and provides clerical assistance to program staff members.

Specific Activities

• Type and design general correspondence, memos, charts, tables, graphs, and documentation including reports, meeting agendas and minutes, forms, and flow charts. Responsible for accuracy and clarity of final copy.
• Assists Program Manager, Associate Director and Director with scheduling meetings, agenda preparation, composing meeting minutes, set‑up, correspondence, reports, etc.
• Maintain office files and establish, develop, and maintain filing system. Retrieves information from files when needed and organizes system for hard copy and electronic files.
• Assist with the review of documentation and billing packages, analyzation of data, and recording and preparing of program statistics for contract reports to ensure quality, accuracy and timely submission.
• Maintain contract files in good order, filing all documentation in a timely manner and archiving records as appropriate.
• Data input/management utilizing Microsoft Excel or other data management software.
• Maintain Client Data and Program Statistical Tracking Logs.
• Assist with the collection of data from multiple source documents to create collective reports on program outcomes.
• Assist in the timely reporting of program statistics to funding sources.
• Assist with the training and educating subcontractors.
• Process MIS user access requests for new hires and intern/volunteer staff.
• Provide program admin orientation for new hires and intern/volunteer staff.
• Assist with the review and processing of subcontractor intake packets.
• Ability to perform tasks in an organized manner with accuracy and attention to detail.
• Operates a variety of office machines including computers, fax machines, copiers, presentation projectors, laptops, and laminators.
• Orders and maintains office supplies, brochures and forms.
• Participate in staff meetings, trainings and other required agency and community meetings.
• Works independently on special projects as instructed by Data and Outcomes Coordinator, Associate Director or Director of Behavioral Health.
• Reception coverage at any Lifeline location (as needed).
• All other duties as assigned.

Qualifications/Requirements

• BA in business or related field preferred and two years administrative experience in data collection and entry.
• Ability to think critically and address crisis situations as they arise; excellent problem‑solving skills.
• Experience in data collection and entry, and processing and analyzing statistical information.
• Ability to type 45 words per minute.
• Accurate spelling, grammatical usage and excellent communication skills.
• Superior knowledge of MS Word, including strong formatting skills.
• Good working knowledge of Excel, Outlook, ETO, and other current software as necessary.
• Must be able to work accurately in a timely manner with little or no supervision.
• Ability to work well with others.
• Must have neat appearance and dress appropriately for an office environment.
• Must have a pleasant voice and manner.
• Bilingual Spanish helpful but not required.
• Valid driver's license, auto insurance, and reliable transportation. Incumbent may need to use his/her personal vehicle in the course of employment.
• Successful completion of multi-state criminal background check, TB, and Drug test.

Physical Demands/Work Environment

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee may occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee may be exposed in an extremely stressful environment where there are considerable mental and emotional demands. Travel is required to multiple work sites. Employee may be exposed to weather conditions prevalent at the time. The employee will be required to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer.

Work Schedule

FT – 40 hours a week, M‑F 8:30am – 5:00pm

Compensation and Benefits

• Generous paid time off, including vacation, sick, bereavement, etc.
• 13 paid holidays.
• Employer paid medical, dental, vision and other health and wellness benefits.
• Employee assistance program (EAP).
• Life insurance.
• Professional development programs.
• Flexible spending account.
• Matched 403(b) retirement plan.
• Incentive rewards program.
• Flexible hours.
• Business casual dress code.