Administrative Specialist (ELAFRC) - Public Health Foundation Enterprises, In

If hired for this position, you will be required to provide proof that you are fully vaccinated for COVID-19 prior to your start date, or have a valid religious or medical reason qualifying you for an exemption (that may or may not require accommodation).

 Under general supervision of the Executive Director and Director of Operations, the Administrative Specialist performs a variety of administrative and clerical support to our center. This position will initiate and coordinate the clerical functions required in effective implementation of administration of administrative policies of the company. This position is supported by special funding. Continuance is depending upon available funding.

 Employment is provided by Heluna Health.

This is a full time (40 hours per week), non- benefitted position. 

The pay range for this position is $20-$24 per hour.  

 ESSENTIAL FUNCTIONS

• Receive, distribute and file incoming correspondence, referrals and documents
• Supply and manage office equipment and machines, including phone and voicemail
• Supply, maintain, and manage kitchen and conference rooms
• Welcome and receive visitors to the center
• Answer, take messages, and connect callers/visitors to the appropriate staff person
• Obtain meals for meetings, trainings, conference, and events.
• Maintain center’s overall physical environment and cleanliness
• Maintain office efficiency, plan and implement office systems, layouts and procurements.
• Record, monitor expenses and raise monthly AP/AR as directed by Executive Director and Director of Operations
• Assist to monitor on-going activities, goals and objectives and revise workplan
• Maintain stationary supplies and coordinate delivery of office supplies
• Coordinate with family support personnel to provide planning, hosting, copying, and correspondence
• Assist Family Support Specialists at community fairs, conferences, outreaches, trainings, and other events as needed
• Obtain mail from mailbox and ensure mail is posted daily, as necessary
• Create, prepare and send outreach materials to parents and professions as directed
• Input client data in an accurate and timely manner into requested systems as directed
• Create monthly reports from database and center records as directed
• Prepare and send mailers or flyers to parents and professions as directed
• Prepare materials for outreach, conferences, and events as directed

 NON-ESSENTIAL FUNCTIONS

• Other duties to support staff as directed by Executive Director and Project Manager

JOB QUALIFICATIONS

Education/Experience

• Associate’s degree in business/ information systems or management preferred
• Three to five years of experience in a business or academic administrative position 

Certificates/Licenses/Clearances

• A valid California driver’s license, proof of vehicle insurance, and reliable transportation or the ability to secure timely transportation to perform the essential functions of the job

Other Skills, Knowledge, and Abilities

• English/Spanish bilingual language skills (verbal and written) required
• Must have strong planning and organization skills
• Must be self-motivated and able to work independently
• Ability to work collaboratively with families and professionals
• Must have effective written and verbal communication skills in English
• Must be willing to travel and work in the communities that our families are located but will be based at the central office in Alhambra
• Must be willing to work flexible hours as needed, including evening and weekend hours
• Must be able to secure time transportation for off-site travel
• Proficient in Microsoft Office and Adobe Acrobat
• Ability to multi-task and prioritize work assignments

PHYSICAL DEMANDS

Stand                                       Frequently

Walk                                        Frequently

Sit                                            Frequently

Handling / Fingering               Occasionally

Reach Outward                       Occasionally

Reach Above Shoulder           Occasionally

Climb, Crawl, Kneel, Bend     Occasionally

Lift / Carry                               Occasionally - Up to 25 lbs.

Push/Pull                                 Occasionally - Up to 25 lbs.

See                                          Constantly

Taste/ Smell                            Not Applicable