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Executive Assistant

Community Action Partnership of San Luis Obispo

Executive Assistant

San Luis Obispo, CA
Full Time
Paid
  • Responsibilities

    Job Description

    POSITION SUMMARY:

     

    Under minimal supervision, provides executive-level administrative support to the Child, Youth and Family Services (CYFS) Division Director. Coordinates office services of the division’s central administrative office. Contributes to CAPSLO’s mission by ensuring CYFS administrative staff are supported in overseeing effective early education and child care services to children and families.

     

    REQUIRED EDUCATION AND EXPERIENCE:

     

    1. AA/AS degree or equivalent.

    2. A minimum of five years providing executive-level support and coordination of critical program functions.

     

    PREFERRED EDUCATION AND EXPERIENCE:

     

    BA/BS degree preferred.

     

    ESSENTIAL FUNCTIONS:

     

    1. Provides executive-level support and coordination of key functions of the division and components thereof: provides administrative support to the Division Director, CYFS Program Manager, and staff as assigned. Coordinates special projects; partners with executive staff in the daily operations of the program as well as special projects; advises on routine processes and special projects, guiding co-workers and the public; represents division in agency meetings and on agency initiatives; functions as a contact for local, state, and federal partners; maintains office environment and supplies; and provides office services. Performs general office duties as needed.

    2. Provides administrative support to the Division Director in areas such as development of internal and external presentations, creation of policies and procedures, writing and editing correspondence and memoranda, coordination of travel arrangements, and appointment and calendar management. Conducts research and data collection, coordinates translations, creates reports, proofs and develops documents and publications, and coordinates meetings and events.

    3. Resolves staff and customer concerns as authorized on behalf of the Division Director. Acts as a primary contact between Division Director and central administration, program staff, and the public. Provides a high-level of customer service to staff, clients, and external partners.

    4. Under supervision of the Division Director or Program Manager, coordinates special projects such as events, trainings, and conferences; preparation for program reviews; and division participation in agency-wide initiatives as assigned by the Division Director.

    5. Partners with executive staff in the daily operations of the program as well as special projects, including problem-solving and conflict resolution, development of new initiatives, and assistance with staff recruitment. Coordinates daily operations and advises on special projects.

    6. Coordinates office operations, including distribution of incoming and outgoing mail, development of office procedures, maintenance of rosters and directories, ordering of supplies, maintenance and repair of office equipment, and supporting general office and supply needs. Assists staff with workspace needs, including assistance with furniture, technology, space configuration, and health and safety concerns. Ensures a professional office environment at all times.

    7. Provides project support to division staff as assigned. Duties may include activities such as assistance with problem-resolution, event and meeting planning, creation of teaching and training material, ordering of supplies, and support of Policy Council activities.

     

    ADDITIONAL RESPONSIBILITIES AND DUTIES:

     

    1. Represents division in agency meetings, on agency initiatives, and at agency events as requested by the Division Director.

    2. Functions as a contact for local, state, and federal partners such as the Board of Directors, funders, community agencies, and professional organizations.

    3. Handles sensitive personnel, fiscal, and executive-level information while maintaining confidentiality at all times.

    4. Performs general office duties such as copying, filing, faxing, and word processing.

    5. Must be committed to the goal of empowerment of low-income persons of all ages and background to attain the skills, knowledge and opportunities needed to become self-sufficient and to advocate on behalf of themselves and others.

    6. Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.

    7. 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.

    8. Performs other duties as needed.

     

    KNOWLEDGE, SKILLS AND ABILITIES:

     

    Knowledge

    1. Must have excellent computer skills with knowledge of and experience in Microsoft Office programs (MS Word, Excel, and PowerPoint), Google applications (Docs, Sheets, Meet, Drive, and Sites), and web-based applications.

    Skills

    1. Must have strong verbal and written communication skills. Must have advanced English skills and knowledge of usage (function and form), vocabulary, spelling, punctuation.

    2. Must possess leadership skills, the ability to coordinate and direct processes, and guide co-workers and clients.

    3. Must be customer-oriented with a desire to be helpful, friendly, cooperative, and non-judgmental.

    Abilities

    1. Must be able to type 45 words per minute accurately.

    2. Must be able to perform general administrative duties such as taking of accurate minutes, transcription, compilation of accurate reports, filing, operation of office equipment, filing, editing, correspondence, copying, printing, and perform intermediate arithmetic.

    3. Must be organized and able to effectively prioritize work; multi-task in a fast-paced environment; and be able to work under pressure of deadlines and difficult situations.

    4. Must be self-directed and detail-oriented with the ability to follow-up and complete processes independently.

    5. Must be able to be flexible, take responsibility and use sound judgment.

    6. Must be able to establish and maintain effective and cooperative working relationships with those contacted in the course of work.

    7. Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, gender identity, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.

     

    SUPERVISORY RESPONSIBILITY:

     

    This position has no direct supervisory responsibilities.

     

    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

    1. Position requires intermittent sitting, standing, walking, twisting, and bending.

    2. Must be able to lift 30 pounds.

    3. Simple grasping and hand manipulation requires, as well as reaching above and below shoulder level.

     

    TRAVEL:

     

    Some travel may be required to attend various agency meetings and agency events as requested by the Division Director.

     

    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.

     

    ADDITIONAL ELIGIBILITY QUALIFICATIONS:

     

    1. Must be at least 18 years of age by date of hire.

    2. Must submit proof of current vaccination status for measles, pertussis, and influenza (or a current, signed influenza declination form) in compliance with SB 792.

    3. Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or have an approved exemption.

    4. Must complete a health screening physical completed within 30 days prior to employment and a current TB skin test/Chest X-Ray.

    5. 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.

    6. 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.

    7. Must meet the Head Start Performance Standards and State requirements.

    8. 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.

    Company Description

    Through a variety of programs and in collaboration with other community service agencies, Community Action Partnership helps individuals and families achieve self-sufficiency and economic stability through programs that focus on:

    • High-quality early childhood education
    • Accessible, affordable dependent care
    • Addressing barriers to safe, affordable housing and basic needs
    • Health services and education
    • Resource connection and navigation