SPECIAL SERVICE FOR GROUPS, INC.
JOB ANNOUNCEMENT
GENERAL SUMMARY
Under the supervision of the Human Relations Program Manager, the Administrative Specialist will provide programmatic, technical, IT, and administrative support for the main office. Primary responsibility includes front and back-office reception functions. The Administrative Specialist must be able to interpret the agency’s mission and purpose in the community. The position requires regular attendance and will require flexible hours including evenings/night-shifts, weekends and some holidays.
PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Implement front office functions including but not limited to reception and guest relations, greeting and fielding guest inquiries, and maintaining professional appearance of reception area.
2. Back-office reception responsibilities include making coffee, cleaning break room, maintaining supplies and inventory, etc.
3. Facilitate internal and external program referrals with other staff, data entry of client and personnel forms.
4. Maintain office and program supply stock inventory and schedule timely supplies replenishment.
5. Organize rooms and spaces, making sure they are neat and orderly.
6. Set-up and close-out office operations including but not limited to timely opening and closing during business hours, stocking refreshments, copier and telecommunication maintenance, etc.
7. Provide programmatic, technical, and admin support to management team and other designated personnel as needed.
8. Support program group preparation activities, including but not limited to purchase, order, pick-up, and delivery.
9. Cover front-desk reception when they are out on vacation, sick, etc. or when they are on lunch or breaks during the work day.
10. Take down and transcribe meeting minutes and reports as assigned.
11. Communicate with IS and IT team on hardware and software, and telecommunications need for program personnel from on-boarding, maintenance, and data retrieval.
12. Help with making HR Professional Reference phone calls.
13. Assist with making APAIT On-Boarding Folders, making sure I-9 Orientation folders are in order and correct, etc.
14. Aide with recruiting and managing Indeed.com account and other means of recruitment.
15. Schedule interviews with potential candidates.
16. Drive to SSG’s Main Office to pick up I-9 Orientation packets, Form 101s, etc.
17. Help with any administrative needs for the office, HR Program Manager, and Operations & Communications Program Manager.
18. Provide programmatic and administrative technical assistance as necessary to program personnel.
19. Represent the agency by attending local planning groups, community forums, and collaboration meetings as assigned.
20. Interpret agency purpose and mission to the community.
21. Maintain and uphold Agency mission statement, values, policies, procedures, and principles.
22. Other activities as required to conduct program and agency objectives.
23. Regular attendance; position will require flexible hours including evenings/night-shifts, weekends, and some holidays.
MINIMUM QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
1. High school diploma OR GED equivalent OR Associate of Arts/Associate of Science OR Bachelor of Arts/Sciences in Business, Business Administration, Human Services, Health and Human Services, Human Resources, Social Work, Public Health, Psychology or Sociology Preferred.
2. Bilingual in Spanish.
3. Great attitude, strong people skills and ability to relate to individuals from diverse backgrounds.
4. Knowledge of and ability to work with racial/ethnic minority, impoverished and underserved communities and groups (e.g., multi-gender, LGBTQIA+, substance using)
5. Basic knowledge, work experience, and understanding of HIV/AIDS and other related issues.
6. Demonstrated experience and knowledge of PC hardware.
7. Ability to coordinate multiple projects and tasks simultaneously in a high-pressure work environment.
8. Ability to master a wide-range of information, adapt, take initiative, and work in a team-centered environment.
9. Ability to communicate effectively both verbally and in writing.
10. Experience and knowledge MS Office (Word and Excel a must).
11. Valid California driver’s license, plus proof of car insurance.
12. Reliable transportation.
13. Verification of employment eligibility and passing of background check.
14. Updated tuberculosis test (annual requirement) read, reviewed, and dated by a clinician within 6 months of start date.
15. Maintain and uphold Agency mission statement, values, policies, procedures, and principles.
SUPERVISORY RESPONSIBILITIES
1. This incumbent does not have formal supervisory responsibilities.
Environmental Conditions (Working Conditions)
1. Ergonomically safe office environment with desktop computer, desk, chair, natural light from windows.
Physical Requirements
1. While performing this job, this position typically spends time sitting, standing, walking, carrying (max. 20 lbs.), lifting (max. 20 lbs.), listening, and speaking.
Mental Requirements
1. This position requires someone that can accommodate to any/all of the following: constant distractions, interruptions; uncontrollable changes in priorities/work schedules; and availability for on call/duty after regular working hours, and exposure to inappropriate behavior and language of others.
Application Process:
Please submit cover letter & resume by e-mail to: Jeremy, Human Relations Program Manager, jeremyv@apaitssg.org. No phone calls please.
Special Service for Groups, Inc. (SSG) is an Equal Opportunity/Affirmative Action Employer
SSG will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements set by law.
Job Type: Full-time
Pay: $18.00 - $25.00 per hour
Expected hours: 40 per week
Benefits:
Schedule:
People with a criminal record are encouraged to apply
Education:
Experience:
Language:
License/Certification:
Ability to Commute:
Ability to Relocate:
Willingness to travel:
Work Location: In person
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