Administrative Assistant II

About Aspiranet

Aspiranet is a mission-driven social services agency with a proud legacy of supporting California communities since 1975. We are committed to ensuring that every child is loved, every family is supported, and every individual has the tools to succeed.

Position Summary

The Administrative Assistant II provides general program administrative support. Major responsibilities include supporting the front office, maintaining multiple databases, adhering to program/client file record requirements, managing fiscal fund requests, and overseeing routine office operations.

Key Responsibilities

• Provide general reception for the office.
• Operate a multi-line phone system.
• Manage petty cash account.
• Reconcile petty cash account.
• Process fiscal fund requests and reconciliations.
• Maintain program donation records.
• Code and submit all reimbursements and vendor invoices.
• Manage in-coming and outgoing mail.
• Invent and stock all office supplies.
• Produce meeting minutes and correspondence.
• Complete administrative tasks related to on-boarding and off-boarding.
• Complete administrative tasks related to on-going Human Resource processes.
• Prepare safety meeting materials for monthly safety meeting.
• Data enter.
• File manage.
• Complete annual archiving.
• Perform periodic file audits.
• Scan and copy.
• Clean and stock office supplies.
• Schedule and maintain conference/meeting room calendars and meeting space appearance.
• Generate accurate and timely database reports.
• Serve as local technical support related to agency equipment.
• Complete personal administrative paperwork.
• Prepare clear, concise written reports and summaries.
• Comprehend and follow directions.
• Clearly convey instructions to others.
• Demonstrate sensitivity and responsiveness to cultural differences.
• Maintain appropriate professional boundary areas with staff, partners, clients and community resources.
• Maintain client and employee confidentiality per HIPAA, and other confidentiality laws.
• Model Aspiranet’s values, represent the agency in a professional manner, and abide by the agency’s Professional Code of Ethics.
• Perform additional duties as assigned by the Core Program Director.

Required Education and Work Experience

• A minimum of two years’ experience in clerical and business office operations.
• Proficient in Microsoft Office Suite; Outlook, Word, Excel.
• Experience working in a Windows- based environment including communications software using remote and file transfer protocols.
• Competent in operating and maintaining standard office equipment such as a multi-functional machine (copier/printer/scanner/fax), postage meter, etc.
• Meets all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Department of Justice (DOJ) Fingerprint and Child Abuse Index clearance, TB/Health Physical, valid California Driver’s License and clean driving record (Motor Vehicle Report) if required to drive for this position.

Work Environment & Schedule

On-site work at the Center and community location in Brentwood, CA. 40 Hour Full Time Position.

Physical Demands

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions. This position typically operates in a standard office environment. The noise level is generally quiet and remains within OSHA’s established safety levels at all times.

Equal Employment Opportunity

Aspiranet is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families that we serve and the organization as a whole. Aspiranet strives to provide our employees with a workplace that is welcoming, inclusive of differing world views, cultures, and lived experiences.