Child Care Resource Connection Office Assistant

CAPSLO; California; On-site; USD 36,000 - 48,000; Full time

Job summary

CAPSLO is seeking an Office Assistant to provide clerical and administrative support at the San Luis Obispo office, with potential relocation to Paso Robles based on operational needs. The role helps CAPSLO serve clients by ensuring timely processing of routine tasks and supporting program staff.

The ideal candidate is fluent in two or more languages, proficient with Word/Excel or Google Docs/Sheets, and able to handle data entry, scheduling, and communications.

Qualifications

• Three years of education and/or experience performing general office duties.
• Five years of education and/or experience performing general office duties.
• Proficiency in office productivity software, including Microsoft Word and Excel or comparable applications such as Google Docs and Google Sheets.
• Must be fluent in two or more languages, including one that supports the needs of the program and community.

Responsibilities

• Greet visitors, respond to inquiries, and direct individuals to the appropriate staff, department, or resource.
• Answer, screen, and route incoming telephone calls in a professional and courteous manner.
• Collect and record preliminary information from prospective clients and assist with routine information and referral inquiries.
• Perform a variety of administrative and clerical duties, including data entry, filing, mail processing, copying, scanning, faxing, and maintaining electronic and paper records.
• Assemble, prepare, distribute, and maintain program materials, forms, correspondence, and other office documents.
• Maintain calendars, coordinate meetings, schedule appointments, and assist with organizing, preparing, and distributing meeting agendas and minutes.
• Create and distribute informational materials such as flyers, newsletters, brochures, posters, and other resources supporting program outreach and operations.
• Support program-specific administrative functions, including routine clerical tasks associated with assigned programs.
• Maintain office and reception areas in a clean, organized, and welcoming condition, ensuring brochures, supplies, and forms are adequately stocked.
• Process, distribute, and deliver incoming and outgoing mail, documents, packages, and correspondence, including routine interoffice deliveries.
• Utilize office software, database systems, spreadsheets, and word processing applications to support daily operations.
• Attend staff meetings, trainings, workshops, conferences, and other meetings as assigned.
• Provide translation and interpretation services when applicable.
• Follow all agency safety policies and procedures to maintain a safe environment for employees, clients, and visitors.
• Perform other related duties and special projects as assigned.

Skills

Multilingual

Education

Three years of education and/or experience performing general office duties

Five years of education and/or experience performing general office duties

Tools

Microsoft Word

Microsoft Excel

Google Docs

Google Sheets

Job description

Must be fluent in two or more languages, including at least one language that supports the needs of the program and the community served. This position is currently based in the San Luis Obispo office and may be reassigned to the Paso Robles office based on operational needs.

The Community Action Partnership Child Care Resource Connection Office Assistant is responsible for providing general clerical and administrative support to all CCRC programs. Supports CAPSLO’s mission by ensuring timely processing of clerical and administrative tasks, needed in helping program staff to ensure prompt services to clients.

What we're looking for in the ideal candidate:

Level I:

• Three years of education and/or experience performing general office duties.
• Proficiency in office productivity software, including Microsoft Word and Excel or comparable applications such as Google Docs and Google Sheets.
• Must be fluent in two or more languages, including one that supports the needs of the program and community.

Level II:

• Five years of education and/or experience performing general office duties.
• At least six months experience working with the CAPSLO Child Care Resource Connection.
• Proficiency in office productivity software, including Microsoft Word and Excel or comparable applications such as Google Docs and Google Sheets.

All Levels:

• Depending on the department assigned, a valid California driver's license, a current DMV driving record, and proof of insurance may be required to fulfill job-related travel. For positions where driving is an essential function of the job, candidates must be at least 21 years of age and have a minimum of three (3) years of driving experience. Reasonable accommodations will be considered in accordance with applicable laws.

As an Office Assistant you will:

• Greet visitors, respond to inquiries, and direct individuals to the appropriate staff, department, or resource.
• Answer, screen, and route incoming telephone calls in a professional and courteous manner.
• Collect and record preliminary information from prospective clients and assist with routine information and referral inquiries.
• Perform a variety of administrative and clerical duties, including data entry, filing, mail processing, copying, scanning, faxing, and maintaining electronic and paper records.
• Assemble, prepare, distribute, and maintain program materials, forms, correspondence, and other office documents.
• Maintain calendars, coordinate meetings, schedule appointments, and assist with organizing, preparing, and distributing meeting agendas and minutes.
• Create and distribute informational materials such as flyers, newsletters, brochures, posters, and other resources supporting program outreach and operations.
• Support program-specific administrative functions, including routine clerical tasks associated with assigned programs.
• Maintain office and reception areas in a clean, organized, and welcoming condition, ensuring brochures, supplies, and forms are adequately stocked.
• Process, distribute, and deliver incoming and outgoing mail, documents, packages, and correspondence, including routine interoffice deliveries.
• Utilize office software, database systems, spreadsheets, and word processing applications to support daily operations.
• Attend staff meetings, trainings, workshops, conferences, and other meetings as assigned.
• Provide translation and interpretation services when applicable.
• Follow all agency safety policies and procedures to maintain a safe environment for employees, clients, and visitors.
• Perform other related duties and special projects 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.