Administrative Assistant

Administrative Assistant The purpose of this position is to be responsible for providing administrative support to the Family Services Supervisor and Sacramento County Operations Administrators. Essential duties and responsibilities include: Retrieving messages from voicemail and forwarding to appropriate personnel. Answering incoming telephone calls, determining purpose of callers, and forwarding calls to the appropriate personnel department, or corps. Daily monitoring referral websites, and forwarding referrals to the appropriate case manager or resource. Taking and delivering messages or transferring calls to voicemail when appropriate personnel are unavailable. Answering questions about the organization and providing callers with address, directions, and other information. Welcoming on-site visitors, determining nature of business, and announcing visitors to appropriate personnel. Scheduling appointments for Caseworkers as needed. Updating monthly calendars for all programs. Making copies of correspondence or other printed materials. Preparing outgoing mail and correspondence, including e-mail and faxes. Distributing interoffice mail to appropriate personnel. Organizing and maintaining client file system and file correspondence and other records. Assisting and collecting personnel related paperwork and forwarding necessary documents to County Administration/Human Resources. Assisting the Supervisors/Managers with the process of contract compliance, and with contract reports related to the programs, as assigned by supervisor or administrators. Providing support with special assignments. Providing donation receipts. Maintaining inventory of office supplies and ordering for Family Services. Performing other clerical duties as needed, such as filing, photocopying, and collating or any other duties assigned by the Supervisor or Administrators. Monitoring visitor access. Assisting with the coordination of volunteers with Family Services operations and events. Administrative support assignments include: Providing administrative assistance to Lead Administrative Team: Assisting with the gathering, inputting, and reporting monthly statistical and Gift in Kind reports. Data entry of maintenance expenses. Case management assignments include: Assisting Family Services clients with the completion of necessary forms to apply for assistance. Pre-screening and assisting clients seeking a bus pass and/or food box. Pre-screening and pre-qualifying clients for all emergency assistances in the absence of Case Managers. Entering food boxes and food distribution information into database. Organizing and maintaining client file system and files correspondence and other records. Workforce development assignments include: Facilitating the administration portion of the Sacramento Workforce Development Job training programs: Scheduling construction training with training providers (2-3 times per year) Handling applications to job training programs, schedules applicant interviews with Culinary Instructors and Construction interviewer. Following up with applicants regarding program information and getting applications finalized. Assisting Salvation Army staff with arranging career support services for program graduates (resumes, interviewing, construction math, etc.) Liaison to other Salvation Army programs includes: Ensuring social services has current information and promotional materials of all corps programs and services within Sacramento County. Inviting individuals and families to participate in corps programming as the Spirit leads. Offering emotional and spiritual care to guests and clients, including prayer, as the Spirit leads. Knowledge, skills, abilities, and other qualifications requirements include: One to two years of office experience in a non-profit or public agency environment. Experience related to Human Services or related subject is highly desirable. One to three years' experience and/or training; or equivalent combination of education and experience. Knowledge and experience with Microsoft Word and Excel and knowledge of accounting principles. Excellent verbal and written communication skills with staff and the public. Ability to maintain confidentiality with individual interactions with team members & clients. Must have ability to empathize, communicate and work with a variety of people from diverse backgrounds. Bi-lingual in English and Spanish Ability to speak Russian a plus. Must possess a valid California Class C Driver License, and ability to drive a Salvation Army vehicle. Must be 21 years or older. Complete The Salvation Army vehicle course training. Ability to work well under pressure and meet deadlines. Physical requirements include: Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, and/or pull objects. Ability to reach overhead. Ability to operate telephone. Ability to lift up to 25 lbs. Ability to operate a computer. Ability to process written, visual, and/or verbal information. Ability to operate basic office equipment and tools PC, Fax Machine, Telephone, Calculator, Copier, Printer. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed would not result in undue hardship. Travel required: Yes, local day travel.

Created: 2026-03-08