Job Banner 2021

Administrative Assistant

San Luis Obispo, CA 93401, USA Req #2151
Thursday, March 21, 2024
*This position may be eligible for an internal referral bonus and/or hiring bonus.
 
* Only bilingual/biliterate candidates will be considered. A test will be administered prior to employment.
 
Position Summary:
Under general direction, provides administrative and clerical support to the Family and Community Support Services (FCSS), a program within the Child, Youth, and Family Services (CYFS) Division.  Supports CAPSLO’s mission by providing administrative support to the CYFS/FCSS staff, who provide direct services to clients to assist them in achieving self-sufficiency.
 
Required Education and Experience:
  • Level I:
    • Must have a High school diploma/GED and three years of experience in office management and clerical duties or an equivalent combination of education and experience.
    • Must have strong Microsoft Excel skills. 
  • Level II:
    • Must have a High school diploma/GED and five years of experience in office management and clerical duties or an equivalent combination of education and experience.
    • Must have strong Microsoft Excel skills.
License & Certifications:
  • Must have dependable, insured transportation and valid California Driver’s License (mileage to be reimbursed) and acceptable driving record.  A DMV printout and proof of insurance will be required.
Essential Functions:
  • Performs a variety of clerical tasks, including but not limited to, word processing, data entry, filing, copying, computing, mailing, and tracking information, etc.
  • Screens and directs telephone calls; provides routine information and referrals in response to inquiries.
  • Receives referrals from various Family and Community Support programs and keeps track of the information using the program’s procedures and systems. 
  • Enters intakes and programmatic file information into ClientTrack, the agency’s client database system.
  • Provides logistical arrangements for meetings and activities, develops agendas and prepares meeting materials.
  • Compiles and records statistical data, and transfers those numbers into readable and comprehensive reports.
  • Distributes information, letters, and memos to all program management and staff.
Responsibilities and Duties:
  • Assists with preparation of letters, brochures, bulletins, announcements, and flyers.
  • Picks up and distributes mail, packages, and correspondence.
  • Maintains supplies and reorders as needed.
  • Assists in preparing purchase requisitions for non-office supplies.
  • Assists in vouching and tracking all bills related to relevant programs.
  • Helps to maintain general office space in an orderly and clean manner.
  • Attends staff meetings, conferences and workshops as required.
  • Must be dedicated to the goals and philosophy of the division’s child development programs and CAPSLO.
  • Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one’s self, fellow employees, clients and children.
  • Performs other duties as needed.
 
Knowledge, Skills and Abilities:
 
Knowledge:
  • Maintains a current knowledge of: CAPSLO Programs, organizational structure, policies and procedures, etc.
  • Must have strong computer skills, with knowledge of MS Office, MS Word and Excel.  Must be able to type proficiently. 
  • Must have general knowledge of office equipment including fax, copier, typewriter, and computer.
Skills:
  • Must have strong communication skills both verbal and written.
  • Must have excellent organizational skills.
Abilities:
  • Must be able to coordinate information processing in a responsible and confidential manner.
  • Must be able to develop reports, compile statistics and conduct research.
  • Must be self-motivated and able to work with a minimum of supervision.
  • Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, gender identity, disability or socio-economic level.
  • Must be able to develop and maintain effective work relationships with other employees and representatives of private and public agencies.
  • Must be able to work under pressure of many deadlines and difficult situations.
  • Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.
Supervisory Responsibility:
  • This position has no direct supervisory responsibility.
Work Environment:
  • Requires working indoors in temperature-controlled environment with some exposure to copier and printer chemicals/fumes.
Physical Demands:
  • 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.
Physical:
  • Position requires intermittent standing, sitting, walking, twisting and bending.  
  • Must be able to lift up to 30 pounds.  
  • Simple grasping and hand manipulation required as well as reaching above and below shoulder level.  
Position Type/Expected Hours of Work:
  • This is a regular, full time 40 hours per week position.  Occasional evening or weekends may be required. 
Travel:
  • Attends staff meetings, conferences and workshops as required. 
  • Must be able to travel occasionally (1-2 times per year).
Additional Eligibility Qualifications:
  • Must be at least 18 years of age by date of hire. 
  • Must submit proof of current vaccination status for measles, pertussis, and influenza (or a current, signed influenza declination form) in compliance with SB 792.
  • Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or sign a COVID-19 vaccination declination form.
  • Must complete a health screening physical completed within 30 days prior to employment and a current TB skin test/Chest X-Ray. 
  • Employment is contingent upon meeting all job requirements and background requirements: criminal history check (Inclusive of DOJ, FBI and Child Abuse), acknowledgement of child abuse reporting responsibility, criminal record statement (Form LIC508), etc. A criminal history clearance is required prior to employment. 
  • Upon hire agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Program administrative staff will check the website annually to ensure all program staff are cleared to work. 
  • Must meet the Head Start Performance Standards and State requirements. 
  • Employment in Head Start, Early Head Start and Migrant and Seasonal Head Start Programs is contingent upon approval of the Policy Council.
Other Duties:

Please note this job description 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. 

 
Reasonable Accommodations:
 
I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice. 
 
I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.
 
IND1

Benefits & Perks: 
 
Stay Healthy!
  • Keep yourself healthy with our comprehensive Medical, Dental, Vision and Life Insurance plans (Did we mention we pay your monthly premium at 100% if you are full time, YES…100 %!)
  • Keep your family healthy with the same comprehensive Medical, Dental, Vision available for you to purchase!
  • Address everyday concerns with access to our Employee Assistance Program for you and your family.
  • Get involved with company-sponsored monthly wellness challenges!
Be Financially Fit!
  • Save for your future by enrolling into our retirement plan with generous company matches after 6 month.
  • Set aside pre-tax dollars to cover medical or child care expenses through our Flexible Spending Plans.
  • Utilize Discounts from our partners (reduced rates for pet insurance, cell phone services, car rentals and more).
Take time for you!
  • Relax, recharge, and reconnect with friends and family or plan your get away for a few days while using your vacation time awarded to you every pay period!
  • Relax when you are sick, rest assured you are covered by your awesome team and accrued paid sick time!
  • Honor diversity on our paid holidays of Martin Luther King Jr. Day and Juneteenth National Independence Day. Want to celebrate a day that’s especially meaningful to you? We’ve got you covered with a paid Personal Holiday.
  • Enjoy the holidays! You get 14 of them…PAID!

Career Growth & Professional Development!

  • Work in an environment that fosters learning excellence and provides ongoing opportunities for experience and education.
  • Explore our education assistance programs to support your professional development and empower your career journey. (*must be hired under eligible program)
  • Apply for our education leave program, which allows paid time off to take career related courses or education reimbursements! (*must be hired under eligible program)
  • Feed your mind, fuel your career with our lunch and learn sessions and various virtual training opportunities!
Have fun at work!
  • Celebrate birthdays and anniversaries with your team!
  • Join one of our committees and meet employees across the agency.
  • Rock your CAPSLO provided hats, t-shirts, sweaters and more!
  • Be you!

Other details

  • Pay Type Hourly
  • Employment Indicator Regular Full Time
  • Min Hiring Rate $19.50
  • Max Hiring Rate $21.50
  • Required Education High School
Apply Now
Location on Google Maps
  • San Luis Obispo, CA 93401, USA