Administrative Assistant – Generalist
Reports to: Director of Finance
Department: Finance & Operations, Woodland Area Director, Labor Liaison
Classification: Non-Exempt, Full-Time, OPEIU Level VIII*
Benefits: Health, Dental, Vision 100% coverage for staff and dependents
Salary: $ 3,927.11 / $47,125.32 annually
Application Deadline: Open Until Filled
Reporting to the Director of Finance, the Administrative Assistant-Generalist is responsible for providing broad support to the areas of Finance & Operations, Yolo County Area Director, and the Community Services Labor Liaison. This position works 4 days in the Sacramento Office and 1 day in the Woodland Office.
- Expense Reporting
- Campaign Processing, Payouts and Fundraising Activities
- General Office Support
- Perform other project services as assigned
- Input staff and vendor expense reports into third-party system and ensure proper coding, totals, authorization, and documentation. Work in conjunction with supported staff to correct errors with paperwork or within 3rd party software.
- Monitoring and entering bi-weekly credit card activity and work in conjunction with the staff accountant to resolve and obtain missing items.
- Assist with monthly payouts (printing, stuffing checks, postage up to 500 per cycle). Monitor communications regarding payouts, accounts, etc., as needed.
- Assist Area Director with campaigns, including mailings, outreach, follow-up, prepare and assemble materials, and staff events.
General Office Support
- Schedule and register supported staff for conferences/meetings, events, trainings, etc.
- Provide committee support for the Woodland Community Advisory
Committee & the Finance & Administration Committee.
- Meeting scheduling/coordination, RSVPs, printing meeting materials, taking minutes and room readiness.
- Drafting documents such as meeting agendas, meeting packets, minutes, and rosters for review by the supported staff.
- Assist in and follow-up on Annual compliance forms for non-board committee members (July)
- Assist in and track harassment prevention training for non-board committee members
- Assist with committee activity entries in Andar, the donor database, such as: updating and adding volunteer profiles (i.e name, contact info, committee demographic), and tracking volunteer attendance.
- Create mail merges, print letters, perform mass mailings, certificates, and other items.
- Assist with answering and directing phone calls for the Sacramento office mainline.
- Process Sacramento office incoming mail daily and distribute accordingly to staff.
- Maintain electronic and physical files for each department supported, including regular filing.
- Knowledge of United Way activities and functions in order to respond to staff, volunteers, donors, and team members.
- Provide leadership on administrative projects and special functions as assigned.
- Inform the Leadership Team of issues of importance and controversy related to United Way.
- Serve as UPS Conference Room Liaison. Work with outside agencies on reservation, contract, payment, and day of use items including set up.
- Manage deadline, All Team meeting schedules, and cleaning schedules, including updating signage and regular emails to designated staff.
- Manage supply orders for the Sacramento (kitchen & supply room) & Woodland offices. Verify receipt of supplies and restock supplies.
DESIRED EDUCATION AND EXPERIENCE:
- Completion of the 12th grade or equivalent
- 3+ years of related functions
KNOWLEDGE, SKILLS AND ABILITIES:
- Accurately type 45 wpm
- Excellent English communication skills, verbal and written, including the ability to communicate well in a variety of settings with a variety of stakeholders
- Excellent organization and planning skills and attention to detail and accuracy
- Strong analytical, troubleshooting, time management, and problem-solving abilities
- Knowledge of current office practices, procedures, and safe work practices
- Able to react, organize and prioritize within a high pressure, fast-paced environment
- Outstanding work ethic and willingness to do what it takes to get the job done
- Ability to work independently with high attention to detail
- High level of proficiency in Microsoft Office applications (Excel and Word)
TYPICAL PHYSICAL ACTIVITIES
- Communicate with staff, volunteers, donors, agencies, companies and other customers by telephone, email, and in face-to-face, one-to-one or group settings
- Use telephone, laptop, computer, monitor, mouse, keyboard, printer/copier, calculator, and standard office equipment
- Sit at a desk for extended periods of time
- File and retrieve documents from a manual filing cabinet
- Lift and move objects up to 20 pounds such as large binders, boxes, books, and small office equipment
- Have sufficient finger/hand coordination and dexterity to operate and adjust office equipment such as telephone, computer, printer/copier, and calculator
- Possession of an appropriate California operator’s license issued by the State Department of Motor Vehicles, and adequate automobile insurance; possession and maintenance of a good driving record (as evidenced by freedom from multiple or serious traffic violation for at least a two-year duration) that does not contribute to an increase in UWCCR insurance rates.
*Employee will be a member of Office and Professional Employees International Union (OPEIU) Local 29 and subject to an initiation fee of $200 and membership dues of $24.50 per pay period.