Administrative Assistant

Essential Duties and Responsibilities

• Provide front-office and general administrative support.
• Greet and assist walk-in customers, visitors, community partners, and other stakeholders courteously and professionally.
• Answer and route incoming telephone calls, respond to general inquiries, and provide information regarding program eligibility, services, and available community resources.
• Cook up meetings and related logistics, including reserving and scheduling conference rooms, training rooms, and other shared spaces; preparing meeting materials; ordering refreshments; and picking up food, beverages, supplies, or other items as needed.
• Coordinate administrative support to the Case Management Department and assist with case management-related projects, programs, and activities.
• Prepare letters, reports, requisitions, forms, and other documents using Microsoft Word and other applicable software.
• Establish, organize, and maintain accurate client, program, and project files.
• Collect, review, track, and organize program timesheets and related documentation.
• Order, organize, and maintain office supplies, materials, and inventory.
• Provide excellent customer service to clients, staff, partners, employers, and other stakeholders.
• Collaborate with SBWIB, Inc. staff and departments in support of program and organizational goals.
• Maintain the confidentiality of client, employee, and organizational information.
• Provide additional administrative support and perform other related duties as assigned.

Requirements

• A high school diploma or equivalent required; an associate degree preferred.
• Minimum of two (2) years of administrative, customer service, or program support experience in a professional setting, preferably within workforce development, social services, or a related environment.
• Demonstrated ability to work effectively with diverse populations while maintaining professionalism, empathy, and cultural sensitivity.
• Proficiency in Microsoft Office Suite and the ability and willingness to learn internal systems and software.
• Demonstrated dependability, promptness, punctuality, and professionalism.
• Commitment to maintaining confidentiality and adhering to ethical standards.
• Excellent time-management and organizational skills, including the ability to manage multiple priorities, work effectively under pressure, and meet established deadlines.
• Must successfully pass all required background and reference checks as a condition of employment.
• Must comply with all organizational safety policies, procedures, and applicable working conditions.
• Valid California Driver's License, reliable transportation, and current vehicle insurance are required.

Role Expectation

• Effective performance in this role requires consistent on-site attendance to provide front-office and administrative support, answer telephone calls, assist walk-in customers, support daily office operations, and respond to the needs of staff, participants, and other stakeholders.
• The position also requires providing administrative assistance to the Case Management Department under appropriate supervision, including learning departmental workflows and developing proficiency in applicable program, compliance, and documentation requirements.

Working Conditions

• This position requires flexibility and adaptability in response to applicable public health and workplace safety requirements.
• Employees may be required to use protective equipment and follow safety protocols established by SBWIB, Inc. or mandated by city, county, state, or federal authorities.
• Must be able to manage time effectively, work well under pressure, and meet deadlines associated with grant-funded deliverables, staff requests, and participant needs.
• Work is performed primarily in an office environment and requires extended periods of sitting and computer use, as well as periods of walking, standing, occasional lifting, bending, reaching, and filing.
• Occasional local driving may be required to pick up refreshments, supplies, or other items in support of meetings, office operations, and assigned activities.

Salary & Benefits

• This is a full-time, non-exempt position scheduled to work 40 hours per week.
• The starting hourly wage is $21.42–$24.45, commensurate with qualifications and experience.
• SBWIB, Inc. offers a comprehensive employee benefits package that includes an employer contribution of 75% toward employee-only medical, dental, and vision coverage; paid sick leave; vacation leave; paid holidays; and a competitive 401(k) retirement plan.
• Full-time employees are eligible to participate in the health benefits package after completing 60 days of employment.
• As a qualifying nonprofit employer, employment with SBWIB, Inc. may qualify eligible employees for the federal Public Service Loan Forgiveness (PSLF) Program.