Description

Part-Time Administrative Assistant (On-Site)

$19–$21/hour | 20 hours/week | Downtown Sacramento

CAADS is seeking a reliable, detail-oriented Administrative Assistant to join our small, collaborative team. We’re a mission-driven association that supports providers serving aging and disabled Californians. The position offers predictable hours that can potentially be structured to fit your other commitments; a central location with free covered garage parking; and a supportive environment where we help each other succeed.

Come help us help vulnerable Californians! Apply using this platform or send questions or applications directly to Brian Rutledge, CAADS Executive Director.

Key Responsibilities: 

ADMINISTRATIVE SUPPORT & COORDINATION (50%) 

• Document management – Collect, update, and manage physical and digital files, such as maintaining contact lists, digitizing archived documents, and updating spreadsheets with state agency data.  
• Office coordination – Maintain office supplies and corporate documents, coordinate with facilities staff, process mail, and track and update personnel procedures.  
• Customer service – Answer telephone and email inquiries and respond to info requests from CAADS members, non-members, and the public. Direct inquiries to appropriate staff member for follow-up.
• Financial processing – Prepare incoming payments for processing by accounting and program staff. 

TEAM SUPPORT & COORDINATION (40%)

• Executive Director – Help manage calendars, schedule meetings, and prepare meeting agendas, and assist with special projects, such as updating advocacy documents and legislative spreadsheets.  
• Membership & Communications Director – Assist with Board of Directors meeting preparation, other governance-related functions, and special projects. 
• Education Director – Serve as on-site conference registrar (typically twice annually) and serve as backup administrator for online workgroups, webinars, and/or other events, as needed. 

OTHER RESPONSIBILITIES (10%) 

• Other duties as assigned. 

What We're Looking For: 

EXPERIENCE 

• High school diploma plus 3–5 years of administrative experience (with association or nonprofit experience preferred).

SKILLS

• Attention to detail.
• Excellent communication skills.
• Speak, read, and write business English.
• Demonstrated proficiency in standard office equipment and the use of Microsoft Word and Excel.
• Proofread accurately.
• Perform basic math.

ABILITIES 

• Work effectively with staff and colleagues in a team environment while maintaining a positive attitude. 
• Work effectively, tactfully, and courteously with members, vendors, and members of the public.
• Perform tasks with minimal supervision in a way that avoids re-work or duplication.
• Organize, prioritize, and manage multiple tasks to meet deadlines.
• Exercise good judgment in implementing our policies and procedures.
• Prepare and maintain accurate and complete records, both physical and digital.
• Learn new information and apply it to tasks or situations.

NOTES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually low.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

CAADS is an Equal Opportunity Employer.