Type: Full-Time

FLSA Status: Non-Exempt

Compensation: $19.35 - $24.76 in 6 steps

Application Deadline: Open Until Filled

MISSION STATEMENT:

Join Kings Community Action Organization (KCAO) and make a difference in Kings County, CA as a Administrative Assistant III. KCAO envisions a future where all people in Kings County are able to live with dignity, have access to available resources and have the opportunity, motivation and ability to live economically productive and satisfying lives.

Our Mission: Working as a team, KCAO will seek and provide programs that develop self-sufficiency in individuals, families, and communities within Kings County.

Our Vision: Kings County residents and communities will achieve self-sufficiency through the high quality and client-focused programs of KCAO.

We are a private nonprofit helping people and changing lives in Kings County since 1965. Do you see yourself as part of our team of passionate, committed, and caring people?

JOB SUMMARY:

The Administrative Assistant models outstanding customer service to all stakeholders. The Administrative Assistant works under the supervision of the Head Start Child Development Director in order to enhance the effectiveness of the Head Start Child Development Department. Practicing the Core Values of KCAO, the Administrative Assistant is responsible for performing a variety of administrative and operational tasks related to the oversight of office staff and daily office operations, and acts as a representative of the Head Start Child Development Program.

Oversee daily office operations and activities, ensuring efficiency, effectiveness, and compliance with Performs a variety of clerical, and secretarial functions for the Department.

DUTIES AND RESPONSIBILITIES:

Under the supervision of the Head Start Child Development Director, the Administrative Assistant will be responsible for administrative and operational support of the Head Start Child Development Department. The Head Start Child Development Director assigns specific duties and responsibilities to the Administrative Assistant as determined necessary for efficient and prompt delivery of operations. Typical responsibilities may include but are not limited to:

• Conserves Head Start Child Development Director's time by tracking and routing correspondence, mail, MOU's, and other related documentation; drafting letters and documents; initiating telecommunications.
• Communicates clearly and effectively with the Head Start Child Development Director regarding needs of the department, appointments, and other commitments.
• Welcomes guests and staff to the office by greeting them, in person or on the telephone; answering or directing inquiries.
• Supports the Head Start Child Development Director by scheduling meetings, information sharing, compiling monthly board and policy council packets and information, and serving as the Recorder t meetings as needed.
• Assist in maintaining Head Start Child Development Director's appointment schedule by planning and scheduling meetings, conferences, teleconferences.
• Assist with maintaining records, reports, and logs pertaining to various flow processes as needed.
• May be responsible for notifying employees of due dates, tracking and coordinating items needed to maintain compliance with all applicable policies, procedures, laws, regulations and standards.
• Performs clerical duties such as prepare and file check requests, as requested, answering phone calls, typing, using a computer and associated office programs, tracking information electronically, scanning documents, and maintain and order office supplies.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
• Performs administrative/office work including but not limited to compiling data for reports, preparing reports, composition and typing of correspondence, memos, entering computer data, establishing and maintaining files, and maintaining flow of internal and external correspondence, and tracking monthly paperwork.
• Responsible for maintaining keys for storage units, equipment and supplies.
• Supports Head Start Child Development department by submitting facilities and IT tickets as requested.
• Ensure operation of office equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; evaluating new equipment and techniques.
• Maintains office supplies for Head Start Child Development main office; anticipating needed supplies.
• Updates Head Start Child Development Director planning calendar events.
• Maintains inventory of supplies and equipment; checks out and tracks electronic equipment.
• Responsible for functioning of all office equipment and serves as liaison with service representatives.
• Attends all necessary meetings and ensures meeting minutes are taken in a timely manner.
• Maintains professionalism and confidentiality.
• Supports office projects as requested by Director to include staff meetings, and trainings.
• Supervises and coordinates with Translator/Office Assistant to ensure all translations are complete and accurate; performs duties at the front desk with professionalism and in a culturally sensitive way to meet the needs of the clients.
• Supervise major office projects and events as requested by Head Start Child Development Director.
• Perform other duties as required.
• Follow safety protocol and standards.
• Attends all necessary meetings and webinars as requested.
• Sensitivity to cultural, economic and language differences.

EDUCATION/EXPERIENCE REQUIREMENTS:

• Associate's Degree in Business Administration or related field from an accredited institution

AND

• Two years of progressively responsible clerical or administrative experience.

OR

• High school diploma (or equivalent)

AND

• Five years of progressively responsible clerical or administrative experience.
  

OTHER REQUIREMENTS:

• Travel and attend out of area meetings and conferences as required per the funding source(s).
• Work variable hours and days, including those outside regular Monday through Friday, 8 a.m. to 5 p.m. business hours.
• Reliably and consistently report to assigned work location on time.
• Ability to be contacted outside of regularly scheduled work hours in case of emergency.
• Meet and maintain KCAO hiring requirements which include:
  • Criminal Record Clearance including California DOJ, FBI and Child Abuse Centralized Index (CACI).
  • Reliable, insured transportation and valid California Driver License.
  • Motor Vehicle Report (MVR) acceptable to KCAO's vehicle insurer.
  • Health examination with tuberculin clearance.
• AND contingent on employment candidate will be required to provide documentation of your Measles, and Pertussis immunizations.
• Influenza immunization highly preferred.
• Provide proof of Covid-19 vaccination or medial or religious exemption request form, if applicable.

KCAO is an Equal Opportunity Employer and a Drug Free Workplace

KCAO participates in the E-Verify program that electronically confirms an employee's authorization to work in the United States that complies with the I-9 form.