Senior Administrative Coordinator

1 week ago

Oakland, California, United States FIRST 5 ALAMEDA Full time
Job Summary

We are seeking a highly skilled and experienced Senior Administrative Assistant to support the Technology team at First 5 Alameda County. The successful candidate will provide advanced administrative, operational, and procedural support to leadership, assist with implementing events and contracts, and prioritize, organize, and provide general administrative support to the technology team.

Key Responsibilities
  • Coordinate and provide administrative support to leadership, including planning and implementing events and contracts.
  • Prioritize, organize, and provide general administrative support to the technology team, including maintaining records and files, and processing invoices and contracts.
  • Plan and provide administrative and logistical support to assigned program meetings and trainings, including coordinating meeting responses, supporting pre- and post-meeting communications, and arranging logistical aspects of meetings.
  • Maintain required supplies and materials for assigned programs, and coordinate orders with agency administrative support and outside vendors as needed.
  • Interface with external community partners, agencies, program participants, the general public, and staff to provide program information and administrative coordination, and provide follow-up as needed.
  • Recommend changes to and assist with developing administrative procedures or processes to increase program operational effectiveness.
  • Enter and maintain accurate administrative records in electronic and paper form, including in First 5 Alameda County web-based applications, database records, contract information and invoices, survey and study data, and various program/administrative files.
  • Produce and distribute materials in diverse formats, including correspondence, meeting agendas and minutes, forms and program materials.
  • Update and maintain information for assigned programs on the Agency's intranet, website, and related media.
  • Perform special projects, including researching information, summarizing data, evaluating alternatives, and preparing narrative or statistical reports.
  • Coordinate agency-wide requests for translation of written materials, and receive and distribute requests to appropriate vendors, provide follow-up as needed, and maintain accurate records of services provided.
  • Provide general strategy/agency administrative support as needed.
Requirements
  • Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.
  • A typical way is equivalent to four years of relevant administrative experience.
  • Equivalent of four years of relevant administrative experience.
  • Associate Degree or equivalent of two years of college (90 quarter units or 60 semester units) from an accredited college or university may be substituted for 2 years of experience.
  • Bachelor's Degree from an accredited four-year college or university may be substituted for an additional 2 years of experience.
Preferred Qualifications
  • Knowledge of office administrative practices and procedures, including records and file management.
  • Operation of standard office equipment, preferably with experience with audiovisual equipment.
  • Software including intermediate Word, Excel, PowerPoint, and Outlook.
  • Basic budgetary and financial record-keeping techniques, including the processing of invoices and contracts.
  • Research and report preparation principles.
  • Event or training logistics is strongly preferred.
What We Offer

We offer a comprehensive benefits package with health care options to meet the diverse needs of our employees and their families. These benefits include but are not limited to Medical, Dental, & Vision Coverage, $1,500 credit per year to spend on benefits, Health and Dependent Care Flexible Spending Accounts (FSAs), Employer Paid & Voluntary Life & AD&D Insurance, Long-Term Disability Insurance, Retirement Plans including the ACERA Pension Plan, Commuter Benefits, Employee Assistance Plan, and more.

We also offer paid vacation, paid time off, and sick time. We have 17 paid holidays, including the week between Christmas Day and New Year's Day as paid time off.

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