Administrative and Data Specialist, ELAFRC

If hired for this position, you will be required to provide proof that you are fully vaccinated for COVID-19 prior to your start date, or have a valid religious or medical reason qualifying you for an exemption (that may or may not require accommodation).

SUMMARY

Under general supervision of the Executive Director and Director of Operations, the Administrative and Data Specialist performs a variety of administrative and clerical support to our Center. This position will initiate and coordinate the clerical functions required in effective implementation of administrative policies of the program.

This position is supported by special funding. Continuance is depending upon available funding. The pay range for this full-time benefitted position is $20.00 – $22.00 per hour.

Employment is provided by Heluna Health.

ESSENTIAL FUNCTIONS

• Receive, distribute, and file incoming correspondence, referrals, and documents
• Supply and manage office equipment and machines, including phone and voicemail
• Supply, maintain, and manage kitchen and conference rooms
• Welcome and receive visitors to the Center
• Answer and take messages on behalf of the Center
• Obtain meals for meetings, trainings, and events
• Maintain Center’s overall physical environment and cleanliness
• Maintain office efficiency; plan and implement office systems, layouts, and procurements
• Record and monitor expenses and raise monthly AP/AR as directed by the Executive Director and Project Manager
• Monitor on-going activities and revise contracts as needed
• Maintain stationary supplies and coordinate delivery of office supplies
• Coordinate with family support personnel to provide planning, hosting, copying, correspondence, and purchases related to training activities for all service activities of the Center
• Assist Family Support Specialists at community fairs, conferences, and other events as needed
• Input client information in Salesforce (database) as directed
• Obtain mail from mailbox and ensure mail is posted daily
• Prepare and send mailers or flyers to parents and professions as directed
• Create monthly reports from database and center records as directed
• Assist with data entry, collection, and reporting

NON-ESSENTIAL FUNCTIONS
• Other duties to support staff as directed by Executive Director and Project Manager

JOB QUALIFICATIONS

Education/Experience
• Associate’s degree in Business/Information Systems or Management preferred
• Three to five years of experience in a business or academic administrative position

Certificates/Licenses/Clearances
• A valid California driver’s license, proof of vehicle insurance, and reliable transportation or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
• Background check required

Other Skills, Knowledge, and Abilities
• English/Spanish bilingual language skills (verbal and written) required
• Must have strong planning and organization skills
• Must be self-motivated and able to work independently
• Ability to work collaboratively with families and professionals
• Must have effective written and verbal communication skills in English
• Must be willing to travel and work in the communities that our families are located but will be based at the central office in Alhambra
• Must be willing to work flexible hours as needed, including evening and weekend hours
• Must be able to secure time transportation for off-site travel
• Proficient in Microsoft Office and Adobe Acrobat
• Ability to multi-task and prioritize work assignments

PHYSICAL DEMANDS

Stand Frequently
Walk Frequently
Sit Frequently
Handling / Fingering Occasionally
Reach Outward Occasionally
Reach Above Shoulder Occasionally
Climb, Crawl, Kneel, Bend Occasionally
Lift / Carry Occasionally – Up to 25 lbs.
Push/Pull Occasionally – Up to 25 lbs.
See Constantly
Taste/ Smell Not Applicable

Not Applicable Not required for essential functions
Occasionally (0 – 2 hrs./day)
Frequently (2 – 5 hrs./day)
Constantly (5+ hrs./day)

WORK ENVIRONMENT
General Office Setting, Indoors Temperature Controlled. Will travel in the communities surrounding the central office in Alhambra.

Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)