An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Chico, CA Job Summary The Administrative Assistant is a dual-function role responsible for ensuring the smooth daily operation of our office while supporting the overall administrative operations of the organization in partnership with the executive team. This position is vital to the integrity and presentation of the organization as the first point of contact for participants entering the program, for guests dropping off donations and for partners who have business to handle in the office. The person filling this role will possess strong administrative, financial and organizational skills, with the ability to manage confidential information and prioritize multiple responsibilities in a fast-paced environment. This position is not eligible for remote work. Duties and Responsibilities Finance and Accounting Process payroll accurately and in a timely manner, in coordination with the Assistant Director. Manage accounts payable and receivable functions within Quickbooks; process checks to pay expenses; make deposits at the bank and assist in maintaining financial integrity. Reconcile invoices, process payments and maintain accurate financial records. Assist with financial reporting, recordkeeping and documentation. Administration Provide administrative support for daily office operations, including filing, data entry, scheduling and correspondence. Answer and direct phone calls, respond to emails, and provide professional customer service to employees, vendors, funders and clients. Prepare reports, spreadsheets and other business documents. Order and maintain office supplies and assist with general office organization. Coordinate meetings, appointments and company events, as needed. Records Management & Human Resource Support Maintain confidential employee records personnel files and other sensitive business documents and information. Ensure that personnel records are complete, accurate and compliant with company policies. Prepare new hire and onboarding packets for all new hires; maintain accurate employee recordkeeping and documentation. Support compliance with document retention and recordkeeping requirements. Operational & Executive Leadership Support Support the executive team with daily operational tasks and special projects. Maintain the integrity of the organization and help to support a positive environment free of negativity and gossip. Monitor administrative processes and recommend improvements to increase efficiency. Perform other administrative and operational duties as assigned.
Minimum Qualifications and Skills Software Proficiency:
High level of comfort with QuickBooks, ADP (or comparable systems), and the MS Office Suite, especially Excel. Previous administrative or office support experience required; payroll and accounting experience preferred. Working knowledge of payroll processing and accounts payable/receivable processes and maintaining a separation of duties to ensure transparency. Excellent organizational and communication skills with exceptional attention for detail and accuracy. Ability to handle confidential information with discretion and professionalism. Ability to prioritize tasks, meet deadlines and work independently while supporting others to do the same. High school diploma, or equivalent, and previous experience as noted above.
