Job Announcement

Position Title: Youth Programs Administrative Assistant

Department: Administration

Supervised By: Director of Youth Programs

Location: La Posta

Status: Non-exempt

Posted: May 2023

Closing Date: Until Filled

Salary: $18.22-25.72/hour DOE

Grant Funded: N/A

Hours: Full Time, Monday-Friday, hours TBD as per program needs

GENERAL STATEMENT OF RESPONSIBILITIES:

Provide regular clerical and administrative support to the Director of Youth Programs or other Youth Program staff, as necessary. Prepares correspondence and reports, maintains schedule and calendar, answers telephones and maintains electronic and hard copy files.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Performs regular administrative and reception duties, such as preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofreads all materials for accuracy prior to supervisory review and signature.

• Maintains supervisor’s calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.

• Maintains master schedule of Youth Program activities and events, collecting and disseminating information to Youth Program staff, volunteers, members and families as instructed.

• Answers telephones providing general information, referring callers to other staff or taking messages as necessary.

• Maintains electronic and hard copy filing systems, making sure they are accurate and timely and facilitates easy retrieval of information.

• Monitor office supply inventory and order supplies as necessary.

• May be responsible for managing inventory of office equipment and service contracts, performing routine maintenance activities and contacting service representatives as needed.

• Serve as Youth Program receptionist, greeting all members and visitors and maintaining attendance and visitor logs.

• Ability to work a flexible schedule.

• Perform other duties as assigned

QUALIFICATIONS:

Education/Experience: Must be 18 years of age or older with a High School diploma or GED certificate. Experience working with children and knowledge of youth development preferred. One year of experience in a clerical role.

Licenses/Certifications: A valid California driver’s license required with application submission and must be maintained throughout employment. Current certifications and/or licenses appropriate to the positions required education and profession.

Character: Applicants must have a reputation for honesty and trustworthiness. Must be responsible and able to exercise good judgment, accept administrative supervision, pay attention to detail, follow instructions, including the ability to interact effectively and communicate with people in a professional and courteous manner. Must be highly confidential and work as a team with other staff. Applicant should be sensitive to client’s needs.

Skills: Strong team building, interpersonal, and organizational skills. Ability to establish and maintain effective peer relationships with coworkers within the Youth Programs Department, clinic-wide, and the public. Must be able to express ideas clearly, concisely, address audiences effectively, and exercise balanced judgment in evaluating situations and making decisions. Willing to be part of a team and cooperate in accomplishing department goals and objectives. Ability to prioritize, meet deadlines, take initiative, be proactive, and function in a rapidly changing environment. Ability to work with people of all social and ethnic backgrounds and to resolve conflicts, negotiates situations, and facilitate consensus.

Physical and Personal Requirements: Normal clinic/office environment. Sit or stand for long periods of time. Reach, bend, climb, stoop, lift up to 25 lbs. repetitive hand movement; use and view PC. Reliable transportation and car insurance as required by the state. Travel as needed.

Compliance: Each employee plays a key role in creating a compliance culture at SIHC. Employees are expected to learn and comply with all SIHC policies and procedures. One must have the ability to understand the implications and complexities of all compliance policies. Participation in all compliance training is mandatory, and generally have a heightened awareness of policies and regulations that are specific to one’s department and position. All SIHC employees are expected to report violations or suspected violations of compliance policies or regulations.

Other: Applicants must successfully pass a pre-screening tuberculin skin test or x-ray and a blood/urine drug screening test. Health must be adequate to perform all duties of the position. Applicant must complete SIHC Application and Authorization Form, both must be submitted to Human Resources prior to the close date indicated.

INDIAN PREFERENCE:

INDIAN PREFERENCE: In the filling of any SIHC job vacancy, preference may be given to qualified Native American Indians, pursuant to the Indian Preference Hiring Act, 25 USC 472, unless other laws require the filling of a vacancy without regard to Indian preference (e.g. Public Law (P.L.) 94-437, “Indian Health Care Improvement Act (IHCIA). To receive Indian preference for any SIHC position, the applicant must be enrolled, or be eligible for enrollment, as an American Indian with their Tribe, or must be certified as an American Indian from the designated Tribal Representative. Applicants claiming Indian preference must attach verification of their claim to the SIHC application, including Certification of form BIA-4432, which is available from the SIHC Human Resources Department. If verification is not or cannot be verified, the applicant will not receive Indian preference for purposes of the interview.