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Overview

ADMINISTRATIVE SPECIALIST

Open until filled

Smart Business Resource Center

Position location: Shasta County

Job Summary:

The Smart Business Resource Center, a private, non-profit, public benefit corporation in Shasta, Trinity, Humboldt, Siskiyou and Del Norte Counties, seeks a full time Administrative Specialist to join our team. The Administrative Specialist provides administrative support under the direct supervision of the CEO. Duties may include, but are not limited to:

  • Prepare reports, meeting minutes, documents, memos, drafts, and email correspondence in support of CEO and Smart Administrative staff
  • Present data and analysis in charts and graphs, and develop written reports
  • Research and compile information related to special projects, grants, and other required reports
  • Schedule and coordinate meetings, appointments, and travel arrangements for CEO, managers, and supervisors
  • Prepare meeting agendas and schedules. Record, transcribe, and compile meeting summaries and minutes
  • Update company website using content creation tools, management tools and digital/social media
  • Responsible for administrative content updates of company intranet
  • Oversee supplies inventory and replenish balances as needed
  • Scan and index all invoices, contracts and benefit documentation into document management system
  • Maintains a comprehensive communications network with program department to facilitate administrative and fiscal activities.
  • Display excellent organizational skills and accuracy in reporting
  • Strong communication skills, ability to multi-task in a high pace environment, ability to problem solve, and work independently

Preferred background or knowledge in:

  • Marketing and business practices, employment practices, general office procedures, and communications.
  • Software programs including Microsoft Word, Access, Outlook and Excel.

REQUIREMENTS

Any combination equivalent to two years of college in Business Administration, Office Administration, Human Resources, or closely related experience. Bachelor’s degree is preferred, but relevant experience will be considered in lieu of degree.

Driver’s License Required: Yes, Class: C. The Smart Center participates in the California DMV Employer Pull Notice Program. Applicants are required to provide DMV printout with application

The position pays between $15.26 and $25.79 per hour and some travel may be required on an infrequent basis. The schedule is Monday-Friday 8am-5pm. We are closed for lunch daily from noon- 1pm. We offer three weeks of paid vacation each year, a company paid retirement program, and a paid week off between Christmas and New Year’s. We also offer a cafeteria benefit plan, paid sick leave, tuition reimbursement and a host of other employee benefits! Most importantly, we offer a friendly and supportive working environment that includes monthly potlucks and ping pong tournaments!

If this job sounds like a fit for you, please apply by clicking the link below. The application includes a pre-employment personality assessment that takes approximately 5 minutes.

Click here to apply now:

Smart Business Resource Center is an Equal Opportunity Employer. Auxiliary aids services available to individuals with disabilities.

Smart Business Resource Center
Job Description
Administrative Specialist

Exempt:  No

Definition:

Under the general supervision of the CEO, the Administrative Specialist performs a wide variety of professional, analytical, and administrative duties in support of business operations, programs, and various administrative operations and activities including marketing and outreach, special projects, digital content and analytics, and other specialized functions. This position coordinates and performs a variety of contract and grant administration duties, prepares various reports to improve the efficiency and effectiveness of operations; coordinates assigned activities with other departments and managers.

Duties and Responsibilities

Example of duties: Prepares and presents comprehensive reports that present technical, financial and statistical data, identify alternatives, and include conclusions, forecasts, and recommendations. Provide excellent customer service and administrative support to staff and managers. Maintain various paper and electronic filing systems. Compile and analyze business operation and statistical data. Present data and analysis in charts and graphs and develop written reports.

Research and compile information related to business services, special projects, grants and other required reports. Write, design, or edit web page content for internal and external use. Update company website using content creation tools, management tools and digital/social media. Responsible for content updates to business service and administration components of company intranet. Manage Google Ad development and Constant Contact for the organization. Serve as a backup for supplies inventory and replenish balances as needed. Maintains a comprehensive communications network with program department to facilitate administrative and business service activities. Display excellent organizational skills and accuracy in reporting. Creates documents, spreadsheets and presentations; Prepare monthly and quarterly reports as needed.  Operates varied office equipment including personal computers, printers, copiers, scanners, calculators and fax machines; makes travel arrangements; proofreads; researches information; writes reports and tracks activities; coordinates projects as requested; performs other work as assigned.

Knowledge, Skills and Abilities

Knowledge of: Basic business, marketing and management concepts, practices and terminology used in office and statistical work; Applied concepts of digital marketing, graphic design, personal computers, Microsoft Office Suite, Google Analytics, government regulations, employment and labor laws, and the application thereof.

Ability to: exercise good judgment, interpret and apply policies and regulations; work independently to develop and manage procedures and systems; type 40 wpm; effectively communicate verbally and in writing; sit for extended periods of time, operate computers and business machines for extended periods of time; demonstrate discretion in the handling of confidential information; meet deadlines, build positive working relationships and provide excellent customer service.

Travel may be required in this position.  If the incumbent drives a personal vehicle while performing required duties, automobile insurance with approved levels of bodily injury and property damage must be maintained.  The assigned supervisor or human resource administrator will advise the incumbent of the required levels based on driving frequency. The Smart Business Resource Center participates in the California DMV Employer Pull Notice (EPN) program. Employee participation in the EPN program is required.

Qualifications

An AA degree in Business is preferred, plus two years of related work experience.

Physical Demands

In order to successfully perform the various duties of this job, the employee is frequently required to sit for extended periods, handle or feel objects, tools, controls and reach with hands and arms, occasionally required to stand, walk, lift and/or move up to 25 pounds, regularly required to talk and hear. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus. Physical demands described here are representative of those that must be met by every employee. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Ability to type 40 wpm

Minimum Education and Experience

Minimum Months of Experience: 24
Education Required: Associate's
Driver's License Required: Yes
Hiring Requirements for this Job:
  • Drug Testing / Screening
  • Background Checks
  • Motor Vehicle Record Check
  • Minimum Hourly Wage: $15.26
    Maximum Hourly Wage: $25.79
    Accessible by Public Transportation: Yes