Office Assistant (As needed)

EL CONCILIO CALIFORNIA•Stockton, CA

7d•$18 - $20•Remote

About The Position

Under supervision of the Executive Assistant, the Office Assistant (OA - As Needed) will provide administrative and clerical support on a flexible, as-needed basis. The OA will support a range of administrative functions including data entry, filing, answering phones, preparing materials, and assisting with communications and scheduling. ESSENTIAL DUTIES AND RESPONSIBILITIES Adheres to El Concilio California policies and procedures per the agency employee manual Provide general administrative and clerical support, including filing, data entry, and copying Answer phones in a professional manner, take messages, and direct calls as needed Assist with scheduling meetings and preparing meeting materials Greet and assist visitors, ensuring a welcoming and professional environment Maintain and organize office supplies and inventory Support staff with mailings, document preparation, and other routine tasks Securely process DUI payments accurately Assist with the Non-Emergency Medical Transportation dispatch Keep constant communication with Dispatch to relay information on appointment updates Assist with event preparation and logistical support for meetings or outreach events Operate standard office equipment including printers, copiers, scanners, and postage machines Maintain confidentiality and handle sensitive information appropriately Ensure closure of building for public entrances Notify staff regarding appointments and scheduling Be aware of all procedures regarding fire drills, emergency exits and emergency situations Required to work El Concilio California special events and meetings Other duties as assigned by immediate supervisor and administration QualificationsTo perform this job successfully, an individual must be able to perform each essential duty with or without accommodation satisfactorily. The qualifications listed below are representative of the knowledge, skills, an/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to handle a high volume of documentation and task completion in a timely manner. Must be able to drive in personal vehicle to all El Concilio California sites. Maintain a cooperative working relationship with management, staff, and program participants. Maintain acceptable work habits such as attendance, punctuality, time management, team work, etc. Understand and work effectively with diverse cultural and ethnic groups. Must complete and pass criminal and fingerprint background check. Ethics-Treats people with respect; Keeps commitments; Inspires trust of others; Works with integrity and ethically; Upholds organizational values. Initiative-Volunteers readily; Undertakes self-development activities; seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed. Dependability- Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. Language: Bilingual in Spanish is required. EDUCATION A High School diploma with 1-3 years of experience working in an office setting is required. CERTIFICATES, LICENSES, REGISTRATIONS Valid Driver’s License Up to date automobile insurance Successful completion of Sexual Harassment Prevention Training Successful completion of Workplace Violence Prevention Training Successful completion of HIPPA Training Successful completion of Mandated Reporter Training PHYSICAL DEMAND The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, sit, and kneel for long periods. The employee frequently is required to walk, drive, and reach with hands and arms. The employee is occasionally required to bend, reach overhead, grasp, push, pull, stoop and lift, and move up to 25 pounds. The employee will frequently load and unload program items from personal vehicle. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate noise level. Primary work environment is an office setting and public venues. The employee will occasionally be required to work outside in moderate weather. Projects and events can create a high-paced environment. Employees shall work in a non-hostile work environment. That is, the employee is expected not to engage in any activity that unreasonably interferes with performance of any other employee, such as harassment, unlawful discrimination or any other behavior that unduly demeans or intimidates another person. EQUAL OPPORTUNITY, WORKPLACE DIVERSITY, AND REASONABLE ACCOMMODATION El Concilio California is an Equal opportunity Employer encouraging workforce diversity. All aspects of employment and promotion shall be without regard to race, religion, color, national origin, ancestry, marital status, age, gender, sexual orientation, physical or mental disability, or medical condition. Reasonable accommodation will be made for disabled applicants to participate in the application and examination process. Please advise Human Resources of special needs in advance of the application deadline and, if accepted for further testing, at least one week prior to the examination. The information herein does not constitute either an expressed or implied contract, and these provisions are subject to change.

Requirements

Must be able to handle a high volume of documentation and task completion in a timely manner.
Must be able to drive in personal vehicle to all El Concilio California sites.
Maintain a cooperative working relationship with management, staff, and program participants.
Maintain acceptable work habits such as attendance, punctuality, time management, team work, etc.
Understand and work effectively with diverse cultural and ethnic groups.
Must complete and pass criminal and fingerprint background check.
Ethics-Treats people with respect; Keeps commitments; Inspires trust of others; Works with integrity and ethically; Upholds organizational values.
Initiative-Volunteers readily; Undertakes self-development activities; seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Dependability- Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
Bilingual in Spanish is required.
A High School diploma with 1-3 years of experience working in an office setting is required.
Valid Driver’s License
Up to date automobile insurance
Successful completion of Sexual Harassment Prevention Training
Successful completion of Workplace Violence Prevention Training
Successful completion of HIPPA Training
Successful completion of Mandated Reporter Training

Responsibilities

Adheres to El Concilio California policies and procedures per the agency employee manual
Provide general administrative and clerical support, including filing, data entry, and copying
Answer phones in a professional manner, take messages, and direct calls as needed
Assist with scheduling meetings and preparing meeting materials
Greet and assist visitors, ensuring a welcoming and professional environment
Maintain and organize office supplies and inventory
Support staff with mailings, document preparation, and other routine tasks
Securely process DUI payments accurately
Assist with the Non-Emergency Medical Transportation dispatch
Keep constant communication with Dispatch to relay information on appointment updates
Assist with event preparation and logistical support for meetings or outreach events
Operate standard office equipment including printers, copiers, scanners, and postage machines
Maintain confidentiality and handle sensitive information appropriately
Ensure closure of building for public entrances
Notify staff regarding appointments and scheduling
Be aware of all procedures regarding fire drills, emergency exits and emergency situations
Required to work El Concilio California special events and meetings
Other duties as assigned by immediate supervisor and administration