Life Skills Training and Educational Programs, Inc. ("LifeSTEPS") is a 501(c)(3) Nonprofit Public Benefit Charitable Corporation serving those in need with affordable housing and supportive services. LifeSTEPS offers life skills training, educational resources and supportive services to adults, seniors and families. It is the LifeSTEPS Mission to provide effective educational and supportive services to maximize the strengths of individuals and build resilient communities.
Job Title: Administrative Assistant (PDQC Assistant)
FLSA classification: Non-Exempt
Hours: 40 hours per week
Pay Rate: $26.00-$28.00 per hour
This position will be working in our Sacramento, CA Corporate Office. LifeSTEPS provides an attractive benefits package including:
- paid time off
- paid holidays
- medical
- dental
- vision
- life insurance
- a suite of voluntary insurance options
- and a 401(k) plan.
The Program Development and Quality Control (PDQC) Assistant functions in support of the Director of PDQC and all related functions of the department including partner agreements, new business RFP/RSQs, compliance reporting and overall systems, and supportive services assistance as necessary. This position will also be responsible for general administrative support to the corporate office.
Essential Job Functions include the following. Other duties may be assigned.
- Support and handle field staff inquiries or direct them to the appropriate persons according to their needs.
- Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
- Assist with maintenance of database and spreadsheet files.
- Coordinate the pick-up, delivery, and processing of incoming mail. Log incoming checks onto spreadsheet for Accounting Department.
- Order corporate office supplies.
- Track and acknowledge employee anniversaries and birthdays.
- Complete forms in accordance with company procedures.
- Conduct research, compile data and prepare papers for consideration and presentation to requesting managers and staff.
- Assist with partner communications, draft agreements and budgets.
- Research and assist with writing RFP and RSQ responses.
- Assist with new program/property onboarding and contracts terming procedures.
- Support staff in assigned project-based work.
- Respond to or screen email and telephone calls to Director of Program Development and Quality Control, in his or her absence.
- Maintain employee website (Portal) as needed.
- Use Crystal Reports and/or SQL to extract and format data from database, including monthly service reports.
- Assist with survey compilations and reporting including assisting Compliance Analyst with the monthly service reporting process in relation to content.
- Assist with package and delivery of monthly service reporting to appropriate partners. Answer partner inquiries regarding reporting or forward to Director as appropriate.
- Assist with preparation of quarterly SHRA reporting, working with staff on any data entry issues, on behalf of Director.
- Assist with provision of staff database training and maintain updated manuals on the employee Portal.
- Assist with set up new employee emails, listserve and Portal access; remove access for all termed employees.
- Assist with backup of all email accounts on a monthly basis.
- Provide remote database and IT support to staff from all regions.
- Create printed and electronic materials (e.g. databases, reports, forms, etc.) for the purpose of documenting activities, providing written support and/or conveying information.
- Provide clerical support in accordance with the corporate office procedures and program operation.
- Assist with building and equipment maintenance as necessary.
Knowledge, Skills and Experience
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: The minimum qualifications and training for this position are:
- Bachelor’s degree in a related field
- One (1) year of related experience
- An equivalent combination of education and experience may substitute for the degree
- Experience working in a non-profit setting preferred
Skills
- Communication Skills:
- Confidentiality: Maintain confidentiality in all aspects of the job.
- Document legibly.
- Language: Knowledge of the structure and content of the English language.
- Complex Problem Solving Skills: Identify complex problems and review related information to develop and evaluate options and implement solutions.
- Management Skills:
- Time Management: Develop specific goals and plan to prioritize organize and accomplish your work.
- Management of Financial Resources: Work within approved budget; documenting and supporting all preapproved expenditures.
- Maintain strong boundaries.
- Leadership Skills
- Establishing and Maintaining Interpersonal Relationships: Develop constructive and cooperative working relationships with others.
- Resolving Conflicts and Negotiating with Others: Handle complaints, settle disputes, and resolve grievances and conflicts, or otherwise negotiating with others.
- Initiative: Willingness to take on responsibility and challenge while working within the construct of the agency goals.
- Ability to inspire staff and partners to achieve agency success.
- Team Building: Encourage and build mutual trust, respect, and cooperation among team members.
- Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and use of Excel to create and interpret graphs and charts. Ability to calculate figures and amounts such as discounts, interest, and proportions.
- Reasoning Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Other Skills and Abilities
- Computer Skills: Knowledge of spreadsheet software, word processing software and database entry; knowledge of photo editing; proficient in navigating the World Wide Web.
- Partners and Participants Relationship: Respond promptly to participant and partnership requests for service and assistance.
- Independence and Autonomy: Display willingness to make timely decisions; exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in decision-making process.
- Dependability: Ability to be reliable, responsible and dependable in order to fulfill obligations.
- Position requires regular attendance and timeliness.
- Attention to Detail: Achieve thoroughness and accuracy when accomplishing a work task.
- Complex Problem Solving Skills: Identify complex problems and review related information to develop and evaluate options and implement solutions.
- Team Player: Help foster an environment in which the spirit of team work never subsides while fulfilling his/her responsibilities.
- Regional travel and occasional overnight travel may be necessary.
- May need to work some evenings and weekends in order to attend events or address situations of crisis.
Certificates, Licenses, Registrations
- Valid California Driving License and reliable, insured transportation.
Physical Job Description
- Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk; walk on uneven terrain; bend; sit; use hands to handle objects, tools, or controls; lift; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. Must be able to stand for extended periods of time and move about the facilities within the communities served by LifeSTEPS- both indoors and outdoors. Vision and hearing must be sufficient to perform job functions safely including visual acuity to perform activities such as data entry, preparing reports, viewing a computer terminal, extensive reading, and visual inspection of one’s own work product at varying distances. The employee must occasionally lift and/or move up to 25 pounds.
- Work Environment: While performing the essential functions of this job, the employee regularly works in an office setting. The noise level in the work environment is usually moderate. The employee occasionally works in outdoor weather conditions, at resident properties, and special events.
Application Instructions:
To apply, please email resume and cover letter in PDF format via Indeed.
Please reference open position: # 29462
Job Type: Full-time
Pay: $26.00 - $28.00 per hour
Expected hours: 40 per week
Schedule:
Work setting:
Ability to Relocate:
- Sacramento, CA: Relocate before starting work (Required)
Work Location: In person