Administrative Assistant Inland Operations

Job Details

Level: Entry

Job Location:

Sacramento, CA 95817

Position Type:
Full Time

Education Level: 4 Year Degree

Salary Range: $25.00 - $27.00 Hourly

Job Category:
Admin - Clerical

• Greet and assist visitors, clients, and staff.
• Answer and manage incoming communications, including voicemail and fax.
• Receive and process orders and general office requests.
• Manage front-door/out-of-office messaging and office communications.

• Order and maintain office, including the printer/copier machine, kitchen supplies, bathroom items, and general supplies for staff.
• Monitor inventory levels and coordinate replenishment.
• Organize supply closets and maintain an orderly office environment.

• Process incoming and outgoing mail, documents, and shipments with the use of mailer machine.
• File and maintain outgoing documents and office records.
• Receive and distribute deliveries.

• Coordinate office maintenance, necessary repairs or ongoing maintenance, office cleaning, pest control, drinking water, and power-related issues.
• Report and follow up on facility concerns and service requests.
• Coordinate office safety and workplace environment needs.
• Maintain positive relationships with building management, neighbors, and service providers.

• Set up and troubleshoot office phones and related systems.
• Coordinate printer/Ricoh services and maintenance.
• Support staff with meeting technology, including Owl and Zoom setup.
• Assist with basic office technology troubleshooting and maintenance.

• Coordinate vehicle scheduling and reservations.
• Track vehicles and maintenance needs.
• Coordinate vehicle insurance, registration, smog inspections, and related requirements.
• Book cars and conference rooms as needed.

• Maintain and update email distribution lists and staff rosters.
• Manage and update information on the intranet.
• Coordinate internal office communications and announcements.
• Prepare and distribute materials such as flyers, business cards, badges, and other office resources.

• Coordinate conference room scheduling and office space planning.
• Support holiday activities, office events, and organizational initiatives.
• Coordinate office space and resource allocation.

• Coordinate donations and community-support activities, such as coat drives.
• Assist with program-related administrative needs and special projects.
• Prepare promotional and informational materials as needed.

• Identify and report safety hazards to your supervisor.
• Report any workplace accidents to your supervisor immediately.

Maintain the confidentiality of all client, employee, donor, agency, and partner information encountered in the course of employment. Handle verbal, written, electronic, and physical records with discretion and in accordance with agency policies, applicable privacy laws, and professional standards. Access, use, discuss, copy, transmit, or disclose confidential information only as necessary to perform assigned job duties and only with authorized individuals.

Immediately report any suspected breach of confidentiality, lost records, or unauthorized disclosure to a supervisor.

• High school diploma or equivalent. College preferred.
• 3+ years of experience in administrative, clerical, or office support roles
• Superior skills in Microsoft Office (Word, Excel, PowerPoint, and Outlook) with a high aptitude for learning any additional software applications that may become necessary.
• Sound knowledge of desktop and network operations, with help desk experience.
• Excellent written…