Administrative Assistant

Job Title: Administrative Assistant

Department: Administration

Reports to: CEO/COO

Location: On Site - Rohnert Park, California

FLSA Status: Part-time/Regular/Non-Exempt (~30 hours per week)

POSITION SUMMARY

Based primarily at the front desk, the Administrative Assistant plays a pivotal part in extending a warm greeting to visitors and delivering essential administrative support to the CEO and COO. We are seeking a welcoming, organized, and reliable individual to serve as the face and operation anchor of our office.

ESSENTIAL FUNCTIONS

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. To perform this job successfully, an individual must have regular and reliable attendance and be able to perform each essential function from the list below satisfactorily. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Front Desk & Reception

• Serve as the primary point of contact upon entering the office – greeting guests and vendors in a professional manner
• Manage visitor check-in log
• Answer main-line incoming telephone calls – handling general inquiries, filtering solicitations, and directing callers to appropriate staff
• Maintain a clean, presentable lobby and mailroom

Communication

• Log staff notifications regarding absences, late arrivals, or remote work
• Inform internal employees upon arrival of their scheduled guests or external meetings
• Assist in distributing facility announcements, policy reminders, and staff updates
• Maintaining digital files and folders on NorCal’s network

General Administrative Tasks

• Process incoming daily mail and deliveries – making sure that mail is sorted and distributed to the correct staff members/departments
• Organize mass-mailings, certified letters, and courier shipments
• Monitor general office supply inventory
• Run occasional business errands
• Assist with event duties including setup, reception, RSVPs, visitor services
• Support HR to maintain accurate daily attendance and staff timesheet deadlines
• Basic grant tracking tasks and communications

SUPERVISORY RESPONSIBILITIES: This position has no direct reports.

REQUIRED COMPETENCIES (Knowledge, Skills, Abilities)
The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Punctuality – must be dependable, neat, and have a professional appearance suitable for public-facing interactions
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic date entry software/CRMs
• Ability to create, save, organize, and maintain digital files and folders
• Familiarity with multi-line phone systems
• Excellent verbal and written communications skills – especially professional phone etiquette and interpersonal skills
• Strong organizational skills
• Commitment to excellence and high standards
• Accuracy with data entry
• Ability to handle confidential information with discretion
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Work effectively with others to achieve shared goals

MINIMUM QUALIFICATIONS

• 1-3 years of experience in a front desk reception, administrative assistant, or office support role (experience in broadcast, media, or non-profits is a plus)
• High school diploma or GED required (associates or bachelor’s is preferred)
• Valid driver’s license, vehicle insurance and reliable transportation

ESSENTIAL PHYSICAL REQUIREMENTS

The physical requirements listed are representative of those that must be met by an employee to successfully perform the essential functions and key responsibilities of this position.
The ability to work in a constant state of alertness and in a safe manner at all times. Frequent operation of computer and other office equipment, the ability to sit at a workstation for long periods of time, stand, walk, bend, lift, twist, pull, push, carry, grasp, reach and stoop as need, and to occasionally lift and carry items up to 15 pounds.
Specific vision abilities required by the job include close and distance vision.

WORKING CONDITIONS

The noise level in the work environment is usually quiet to moderate. The employee works in an office environment.

COMPENSATION

The Administrative Assistant will be paid $22/hour - 30 hours per week

To apply contact us at: careers@norcalpublicmedia.org

Non-profit. EEO. Northern California Public Media does not discriminate on the basis of disability in the admission or access to, or employment in, its programs and activities.

NorCal is an Equal Opportunity Employer