Administrative Assistant

Administrative Assistant

ABOUT US

Founded in 1991, Hope Solutions, formerly Contra Costa Interfaith Housing, is a vibrant and socially responsive non-profit agency that provides permanent housing and vital support services to over 2,000 homeless or at-risk families and individuals in Contra Costa County. Over 40 faith-based communities support our work, although there are no religious requirements or affiliations to receive services.

Are you seeking a new role that fully utilizes your talents and potential-while helping to make the world a better place? If so, please read on!

What are you passionate about?

At Hope Solutions-we envision a world in which everyone has a place to call home and the support of a strong community so that they can live with dignity and reach their full potential. We strive to be inclusive and responsive to community needs. We are committed to excellence and accomplish our work with integrity, respect, compassion, and humility.

Hope Solution's mission is to heal the effects of poverty and homelessness by providing permanent housing and vital support services to highly vulnerable families and individuals.

Could our mission be your mission?

Learn more about us @ hopesolutions.org

TEAM SNAPSHOT

We're adding to our team of passionate folks-who are on a mission to help make the lives of others better-through services and support that lead to a higher quality of life for our clients.

We'd like to learn more about you-apply for the role! What's our team like?

Here's a snapshot of some of the folks at Hope Solutions who help advance our vision to achieve-secure housing and the dignity of self-sufficiency for the homeless and at-risk families and individuals in Contra Costa County.

A FEW OF US...

Deanne-Chief Executive Officer-Resides with her husband and three children. Enjoys hiking, camping, reading, cooking, and cheering at her kids' games.

Alex-Chief Operating Officer-Lives with his wife, son, and dog (and loves when the grandkids visit!). MSW and macro social worker who enjoys reading, baseball (Go Giants!), cooking, hiking, jazz, and family time.

Christina-Chief Financial Officer-Resides with her husband, son, two daughters, and their dog. MPA, Non-Profit Graduate Certificate, and 20+ years in finance; enjoys traveling and family time.

Beth-Director of Clinical and Support Services-Resides with her sister and son. Licensed psychologist with 30+ years working with children and families; enjoys singing, cooking, gardening, and traveling.

Bill-Director of Properties and Support Services-Resides with his partner. Licensed Marriage and Family Therapist with 25+ years' experience working with underserved populations, specialized training in somatic psychotherapy and end-of-life care; enjoys reading, gardening, and meditation.

Cayla-Director of Evaluation and Learning -Resides with her husband and children. MBA in Business Analytics that thrives on spreadsheet analysis, dashboard creation, and reading.

Debbie-Director of Development and External Relations-Resides with her husband, two teenagers, and a rescue mutt. Leads external relations and development with 20+ years in marketing and communications.

Jasmine-Consulting Director of Strategic Initiatives-Resides with her husband, three children, and three dogs. MS in Organizational Leadership and Innovation; co-convener of the Multi-faith ACTION Coalition and board member.

Kristina-Director of Human Resources-Resides with her spouse, child, and French Bulldogs. 20+ years in leadership, operations, and people management; Bachelor's in Business Administration, SHRM-SCP certified; enjoys family time, lifting weights, indoor cycling, hiking, and laughter.

Mashal-Director of Housing & Support Services-Resides in the Bay Area. Daughter of Afghan refugees; enjoys weekends with her son, concerts, reading, and Sonoma Coast drives; former Program Manager for housing and care for chronically homeless adults with AIDS/HIV; co-chair for Hope Solutions' DEIB Committee and board member.

Tanya-Director of Rapid Re-Housing and Navigation-Resides with her husband, daughter, and two sons. Master's in Counseling Psychology with 15+ years serving underserved populations; enjoys music, comedy, movies, exercising, and basketball.

WHO WE ARE LOOKING FOR:

The role of Administrative Assistant is pivotal, demanding a proactive individual with exceptional foresight, follow-through, and a positive "can-do" attitude. You will efficiently manage Hope Solutions' administrative offices, provide vital support to the Administrative Manager, and contribute to administrative development initiatives.

As an Administrative Assistant, you'll be central to our operational excellence, anticipating needs and translating them into efficient actions. Your proactive approach and attention to detail will streamline administrative operations, ensuring seamless functioning. Collaborating closely with the Administrative Manager and executive team, your efficient assistance will enhance their productivity. Simultaneously, your contributions to administrative development will drive the organization's growth. Your positive attitude will inspire proactive problem-solving and resourceful execution, embodying the mission of Hope Solutions.

Supervisory Responsibility: None

WHAT WILL YOU DO:

Front Desk/Reception:

• Operate and manage our public phone line, including answering and screening calls, routing inquiries to respective departments, providing proper extensions/contact information, etc.
• Receive, sort, and distribute daily mail/deliveries, notifying appropriate recipients and management of our general e-inbox.
• Greet and welcome visitors, creating a friendly and inclusive environment, and notify appropriate staff.
• Conduct daily office opening and closing walkthroughs when arriving and before leaving the office, and oversee the functionality of our Taylor office under the direction of our Administrative Manager, including but not limited to ordering supplies and managing inventory.
• Coordinate documents and correspondence, including letters, reports, emails, presentations, memos, etc., using appropriate tools for required work, including Microsoft Outlook, Word, Excel, and PowerPoint, to track, document, and report data.
• This is an in-office position, requiring attendance Monday through Friday.

Cultural Responsiveness:

• Awareness of and aptitude to understand, respect, and adapt to cultural and identity-based differences within group environments appropriately and effectively.

• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion and belonging.

• Experience fostering and reinforcing an environment that values unique experiences, cultures, personal humility, authenticity, backgrounds, and goals.

• Participate in and complete our new employee onboarding process, which includes reading and discussing a short chapter in the book, The Color of Law.

• Review and commit to our Diversity, Inclusion, Equity, and Belonging Commitment.

Administrative Support:

• Collect, enter, and format accurate data into spreadsheets, databases, and other tools.
• Conducted thorough audits of files and systems to ensure accuracy, compliance, and completeness, identifying and resolving discrepancies promptly.

• Develop, systematize, and support the implementation of streamlined processes.
• Provide IT support and management of IT needs, including assisting staff with general questions, co-facilitating tech workshops, and working under the direction of the Administrative Manager for all technology needs.
• Communicate with vendors and external partners on behalf of Hope Solutions and the Administrative Manager and collaborate on agency projects.
• Plan and organize meetings and events, including securing locations, ordering catering, scheduling, all staff communications, logistics, shopping, set up and tear down, and co-facilitation with the direction of the Administrative Manager.
• Properly record minutes of meetings and distribute them to appropriate parties when required.
• Provide administrative support to the Administrative Manager, Chief Executive Director, and Chief Operating Officer, including, but not limited to, scheduling, filing, document preparation, email/phone correspondence, process creation, presentation, development, and research.

• Professionally represent Hope Solutions in all circumstances.
• Comply with all legal/ethical professional guidelines for maintaining consumer confidentiality, adhering to HIPAA guidelines, protecting consumer rights, advocating on consumers' behalf, and assuring consumer safety.
• Comply with all local, state, and federal regulations and Hope Solutions policies and procedures.
• Perform other duties and responsibilities as assigned.

Position Qualifications:

• Minimum two years of relevant work experience.
• Organized with rigorous attention to detail; organizational skills including managing schedules, record-keeping, data entry, planning, filing, and more.
• Excellent verbal and written communication skills are required.
• Strong proficiency with the necessary technology and thorough proficiency in Microsoft 365, including Outlook, Word, Excel, and PowerPoint.
• Travel is required, primarily for meetings and off-site coordination.
• Friendliness and positive attitude with excellent customer service skills.
• Ability to multitask and prioritize competing demands.
• Must have an operational vehicle, auto insurance, and a valid driver's license.
• Must pass LiveScan screening and TB test.
• Salary contingent upon skill and experience.

Physical Qualifications:

• The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may enable individuals with disabilities to perform essential functions.
• While performing the duties of this job, the employee is regularly required to sit at their desk for an extended period; use hands to finger for computer keyboard input; handle or feel objects, tools, or controls; and reach with hands and arms.
• The employee frequently is required to talk or hear.
• The employee must frequently lift and move up to 10 pounds and occasionally lift and move up to 25 pounds.
• Specific vision abilities required by this job include close vision.
• Mobility to use standard office equipment, including a computer, vision to read printed materials, a computer screen, and hearing and speech to communicate in person and over the telephone.

Compensation & Benefits:

• Flexible, dynamic work environment
• 100% premium paid for employee Kaiser health and dental care.
• Matched 403b retirement savings.
• 11 paid holidays, plus 3 floating holidays.
• Ability to accrue 2-4 weeks' vacation depending on tenure.
• Life insurance and Employee Assistance Program.

We are an equal-opportunity employer. If you're a good fit, we want to meet you!

* Please be advised that we are unable to provide sponsorship for this position. The nature of the work at Hope Solutions does not qualify us to support sponsorship. Only candidates authorized to work in the USA without the need for sponsorship will be considered.