Administrative Assistant – Generalist

Post

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

JOB SUMMARY:

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.

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ESSENTIAL FUNCTIONS:

  • Expense Reporting
  • Campaign Processing, Payouts and Fundraising Activities
  • General Office Support
  • Operations
  • Perform other project services as assigned

SPECIFIC DUTIES:

Expense Reporting

  • 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.

Campaign

  • 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.

Operations

  • 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

SPECIAL REQUIREMENTS

  • 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.

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