Bilingual Sr. Administrative Assistant

7 days ago

San Francisco, United States Felton Institute Full time
Bilingual Sr. Administrative Assistant (Spanish)

CYFTAY Division

Agency Overview

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 50+ programs that address mental health, the unhoused, early care and education, those impacted by the justice system, transitional age youth, as well as aging adults. Our programs combine the latest scientific research with cultural sensitivity and a deep commitment to supporting and reflecting the communities we serve. Felton offers a dynamic, challenging, and supportive work environment where we encourage the use of professional development, that staff can utilize throughout their career.

Program Description

Felton Institute has been providing comprehensive early care and education services in San Francisco since 1971. Felton now has four ECE programs in SF's Mission and Bayview neighborhoods; and offers a school-readiness program for infants, toddlers, and preschoolers--2 weeks to 6 years old. Felton's ECE programs include Infant/ Toddler classrooms and preschool classrooms, which serve approximately 400 children, full day/ year-round. These multicultural, educational programs provide a nurturing, developmentally challenging, and inclusive environment for very young children of low/moderate income families. We are committed to inclusive, positive environments that build on children's positive self-esteem and self-image.

Job Description

Under the supervision of the Operation Supervisor, the Senior Administrative Assistant will be providing administrative and coordination support to the CYFTAY division. Responsible for front desk coverage, answering the phone, collecting, processing, and maintaining data, records, and systems and providing general administrative support to the CACFP program and procurement operations. Responsible for handling general office tasks and administrative duties, such as front desk coverage, directing communications between colleagues, departments, and staff/clients, organizing schedules and events, entering data, and maintaining office equipment. Supports Operations Supervisor with set up, organization, and maintaining filing systems for all required documentation for CACFP program, procurement, and vendor payments and invoices. Provide coverage and assistance to the Operations team as needed to ensure efficient operation of main CYFTAY office. Performs other related responsibilities as required.

Specific Responsibilities
  • Proven ability to maintain front desk coverage with a focus on creating a welcoming and safe environment for all visitors, demonstrating excellent interpersonal and communication skills.
  • Provides Front Desk Administrative Functions, both on the phone and in person in a pleasant and professional manner at all times.
  • Support the Operations Supervisor by processing procurement orders, reviewing order requests, researching pricing, coordinating purchases and placing orders through the organization accounts, record keeping of receipts.
  • Track incoming orders and mail and assist with the daily distribution to ensure accurate delivery and accessibility for staff and departments.
  • Supports with processing daily ROEs and invoices via processing system. Ensure compliance with procurement procedures, including vendor communication and recordkeeping for all purchase transactions, vendor quotes and documentation.
  • Serves as program liaison back-up staff with visitors and vendors working at site including pest control and maintenance vendors. Makes recommendations regarding emergency procedures needed to maintain safety or security of the building including emergency pest control measures.
  • Assist with meeting set-up, including ordering necessary supplies, arranging room reservations, and ensuring all logistics are managed effectively.
  • Maintains an inventory and replenishes office equipment, furniture, supplies; equipment, appliances and maintenance suppliers; monitors warranty services, service agreements and secures servicing of equipment as needed.
  • Supports Operations Supervisor setting up the logistics for the annual training to staff to meet program requirements, including CACFP.
  • Ensures all CACFP files and records are collected, maintained, and organized including daily meal counts, daily attendance sheets, special meal accommodations/ milk substitutions (as needed), cycle menus, meal benefit application forms, and weekly infant meal records.
  • Responsible for revising and printing new cycle menus two weeks before the 5th cycle menu ends and submits them to Head Cook for revision and approval.
  • Supports to maintain accurate and up-to-date office files, records, and logs for assigned areas; develop, prepare, and monitor various CACFP files.
  • Supports with submission of the CACFP Monthly meal reports by the 5th of every month to fiscal.
  • Responsible for keeping the monthly CACFP Eligibility rosters up to date with changes for all EGE sites and supporting the operations
  • Supervisor with the annual renewal process.
  • Prepares communication to Admissions team of upcoming CACFP Meal Benefit Application forms that need to be renewed.
  • Supports Operations Supervisor with the preparation of documentation needed for CACFP Program Reviews/ Audits
  • Is trained as a backup to conduct CACFP site monitoring reviews.
  • Works collaboratively with the Operations Supervisor to develop and deliver CACFP informational materials via presentations, handouts, e-newsletters, Remind app, and other forms of communication to staff and families.
  • Prepare special reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources; assist assigned staff with special projects as assigned; research information as requested.
  • Participate in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to CACFP.
  • Utilize various contemporary computer applications and software packages; develop, enter data, maintain, and generate reports from a database maintain, and utilize data to develop
  • reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing and other software.
  • Support with CA Department of Education CACFP programming, attends COE annual, interim, nutrition and other CACFP workshops.
  • Completes other duties as assigned by the Program supervisor and Director.
Minimum Requirements/Qualification
  • At least 3-5 years of relevant work experience (Required)
  • High School Graduation (required). Associates degree with emphasis in management, business, or related field (preferred)
  • Excellent verbal, and written communication skills, basic math skills
  • Ability to prioritize and perform multiple tasks, to read, analyze and interpret general business documents, invoices, forms, and governmental regulations.
  • Professional appearance and demeanor, with professional ethics of confidentiality, ability to exercise good judgment and discretion.
  • Attention to detail, ability to manage a wide variety of tasks and meet deadlines, and reliability/dependability)
  • Reliable, ability to prioritize assignments and complete them in an efficient and timely manner according to due dates and timelines.
  • Upon hire, must be able to pass a physical exam and TB screening, to meet Title 22 regulations as required.
  • Upon hire, must pass a Department of Justice fingerprint clearance and a Child Abuse Index clearance as required by licensing.
  • Must be able to lift up to 40+ lbs. (may include equipment)
  • Must be able to bend, stoop, sit on the floor, lower, and raise self from floor and to use both hands to grasp securely on a consistent basis.
  • Knowledge of low-income families and child development preferred.
  • Knowledge of and sensitivity to the cultural background of the children and families being served.
  • Ability to relate to children and adults in a positive, respectful manner.
  • Ability to independently understand, speak, read, and write English adequate to communicate effectively with children, parents, staff and visitors.
  • Ability to work independently under broad supervision.
  • Ability to be a team player with a welcoming attitude.
  • Bilingual in Spanish/English REQUIRED

Additional Information:

Reports to: Operations Supervisor

Job Type: Full-Time

Work Schedule: Onsite

FLSA Status: Non-Exempt

Salary Range: $21-25 Per Hour (DOE)

Benefits (subject to election and eligibility): Fully-Paid Medical and Dental Plans; Health Reimbursement Card, Paid Time Off (personal, vacation, and sick time), 403B with company match.

Applying Instruction:

Candidates should apply for the position at our career page "careers.felton.org" OR directly email resumes to "jobs@felton.org".

IMP NOTE: Job responsibilities are subject to change according to program requirements.

  • Sr. Administrative Assistant

    3 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are seeking a Sr. Administrative Assistant to join our team in San Francisco, California. In this role, you will primarily be assisting in managing administrative tasks and ensuring the smooth operation of our office. Furthermore, you will act as a key point of contact for all communications and manage the front desk duties....

  • Administrative Assistant Sr

    2 weeks ago

    San Bernardino, United States Loma Linda University Medical Center Full time

    Shared Services: HRM SSN Administration- (Full-Time, Day Shift) - Job Summary: The Administrative Assistant Sr is responsible for highly complex and sensitive administrative and departmental functions in assisting senior level department heads within assigned areas. May support multiple managers and/or department heads, provides supervision to other clerical...

  • Administrative Assistant

    4 weeks ago

    San Francisco, United States Van Der Hout LLP Full time

    Van Der Hout LLP is a nationally renowned, full-service immigration and nationality law firm located in the heart of Union Square. The firm was founded in 1980, and it now has 35 staff (attorneys, paralegal and admin support). It represents clients in a wide range of immigration matters. We have an opening for a full-time entry level administrative...

  • Administrative Assistant

    3 weeks ago

    San Jose, United States Pasona NA Full time

    Administrative Assistant - Japanese Bilingual Job Num: 56322 Administrative/Clerical Job DescriptionJob Title: Administrative Assistant Industry: Manufacturing Location: San Jose, CA Work Hours: (Mon - Fri) 9:00am to 3:00pm (1 hour unpaid lunch break) Pay: $28/hour Language(s): Japanese and English GENERAL DESCRIPTION Serve as an office coordinator and...

  • Sr. Accountant

    4 weeks ago

    San Jose, United States Pasona NA Full time

    Sr. Accountant -Japanese Bilingual- Job Num: 55720 Accounting Job DescriptionIndustry :Accounting ServiceTitle: Sr. AccountantLocation: North San Jose (Hybrid: 3days at office, 2 days WFH)Working Hours: 9am-6pmSalary: $40/Hr-$50/HrJob Summary: We are looking for a senior level accountant to assist Senior Accountant to perform the following tasks:...

  • Office Administrative Assistant

    4 weeks ago

    San Jose, United States Chen and Fan Accountancy Corporation Full time

    Job Summary:This is a full-time, on-site role as an Office Administrator at Chen & Fan Accountancy Corporation in San Jose, CA. The Office Administrator will handle day-to-day administrative tasks, manage office supplies, and provide general support to the team. Duties/Responsibilities:Oversee front desk operations, including answering and forwarding...

  • Bilingual HR Administrative Coordinator

    4 weeks ago

    San Diego, United States LHH Recruitment Solutions Full time

    Job DescriptionJob DescriptionJob Title: Bilingual HR Administrative CoordinatorLocation: La Jolla, CAContract: Temporary (Minimum 2 months)LHH Recruitment Solutions is looking for a detail-oriented and proactive Bilingual HR Administrative Coordinator to join our client's team in La Jolla for a temporary contract role. The successful candidate will be...

  • Administrative Assistant

    2 months ago

    San Diego, United States Ultimate Staffing Full time

    Job Title: Administrative Assistant (bilingual)Schedule: Monday to Friday, 9:00 AM to 6:00 PM (some weekends required)Job Location: College Grove (onsite)Salary Range: $22 to $32 per hour (depending on experience) Job Summary:As Administrative Assistant, you will enhance the office operations excel in clerical and secretarial duties promoting, smooth...

  • Sr. Legal Administrative Assistant

    4 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionKey Responsibilities:Calendar Management: Efficiently coordinate and manage calendars for VPs on both the East and West Coast, staying mindful of time zones.Event Planning: Organize virtual and in-person "offsite" events, including all-day Zoom meetings with engaging activities to keep participants motivated. Two upcoming...

  • Sr. Administrative Assistant to Partner

    3 weeks ago

    San Francisco, United States BURKE + CO. Full time

    BURKE+CO.www.burketalent.comTHE GIST: Our client, a private investment firm with an impressive portfolio, seeks a proactive Senior Administrative Assistant to join their stellar administrative team in support of a Partner. This role will provide daily administrative, scheduling, and project support, while acting as a superb representation of the firm. The...

  • Sr. Administrative Assistant

    4 weeks ago

    San Rafael, United States BioMarin Pharmaceutical Full time

    Description Who We Are From research and discovery to post-market clinical development, our WWRD engine involves all bench and clinical research and the associated groups that support those endeavors. Our teams work on developing first-in-class and best-in-class therapeutics that provide meaningful advances to patients who live with genetic diseases. ...

  • Sr. Administrative Assistant

    4 weeks ago

    San Rafael, United States BioMarin Pharmaceutical Full time

    Description Who We Are From research and discovery to post-market clinical development, our WWRD engine involves all bench and clinical research and the associated groups that support those endeavors. Our teams work on developing first-in-class and best-in-class therapeutics that provide meaningful advances to patients who live with genetic diseases. ...

  • Administrative Assistant

    1 month ago

    San Diego, California, United States SBS Services Group (SSG) Full time

    Job Title: Administrative AssistantStratus Building Solutions is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As a key member of our Regional Office, you will be responsible for providing administrative support to our Franchise Business Consulting Team and ensuring the smooth operation of our office.Key...

  • Administrative Assistant

    4 weeks ago

    San Diego, United States TalentSource Full time

    About the job Administrative Assistant As an Administrative Assistant at Talent Source, you will provide vital support to the administrative functions within the shipyard environment. Below are the key responsibilities and requirements for this position: Responsibilities: Provide administrative support to shipyard managers, supervisors, and team members,...

  • Administrative Support Specialist

    6 days ago

    San Francisco, California, United States University Of San Francisco Full time

    Job DescriptionWe are seeking a detail-oriented and organized Administrative Support Specialist to join our team at the University of San Francisco.This part-time role involves providing administrative support to our Housing & Homelessness Prevention Services department, assisting with various tasks such as customer service, data entry, and report...

  • Sr. Accountant

    4 weeks ago

    San Jose, United States VIVOTEK Full time

    VIVOTEK USA Inc. (TAIEX: 3454), founded in Taiwan in 2000, is a global, technology-driven IP surveillance solutions provider that aims to provide the most trusted intelligent surveillance solutions to society. Due to the company’s expansive technological capabilities in image, audio and AI, system integrators count on VIVOTEK to address end users’ needs...

  • Administrative Assistant

    1 month ago

    San Francisco, United States Career Group Full time

    Our client, a Venture Capital firm, is seeking an incredible Administrative Assistant to support a Partner and senior team member at their firm. This role will entail core high-touch and strategic administrative tasks including extensive travel arrangements, calendar/scheduling management, meeting logistics, assisting with presentations, serving as a...

  • CA - Administrative Assistant (Care Coordination/Case Management) - Day Shift TO

    2 weeks ago

    San Francisco, United States HexaQuEST Health, Inc. Full time

    Job Description: Marin Health Medical Center is looking for an Admistrative Assistant to support our Care Coordination/Case Management department. Qualified candidate must meet the below requirements. High School diploma or higher Strong Knowledge of hospital setting and operations 2+ years of Administrative Assistant experience preferrablly in the hospital...

  • Administrative Assistant

    3 months ago

    San Antonio, United States Archdiocese of San Antonio Full time

    Description Reports To: Campus Ministry Director FLSA Status: Non-Exempt Schedule: 9:00 am – 2:00 pm Monday, Wednesday and Friday, as needed based on operational need Part-time, 15 hours or less Summary: The Administrative Assistant provides administrative support and assistance for the St. Anthony Catholic University Center. Requirements ...

  • Administrative Assistant

    4 weeks ago

    San Francisco, United States Restaurant Depot Full time

    Position Title: Administrative Assistant Department: Administrative (Branch Level) Supervisor: Branch Manager FLSA: Non-exempt Position Summary: Performs Human Resources Related duties at the administrative level and may carry out responsibilities in some or all of the following functional areas: payroll, benefits, employee relations, new hire orientation,...