Job Title: Administrative Assistant
Classification & FLSA Status: Full Time | Non-Exempt
Pay Range: $23.00 - $25.00 hourly, depending on experience.
Department: Administration
Reports to: Office Manager-In person

Job Summary
The Central American Resource Center (CARECEN) seeks an administrative assistant to provide support to the Office Manager among others with the smooth functioning of the administrative offices. Provides administrative support in the areas of making purchases, inventory control, data entry, and the Community Service Volunteer program.

Job Responsibilities/Essential Functions

• Helps with supplies purchases, provides receipts and credit card/check request forms to Finance. Also, contacts vendors to obtain quotes/estimates for projects.
• Distributes staff mail, completes daily mail drop, manages the postage terminal, and provides mailing training to staff who request it.
• Coordinates any special needs of CARECEN special events. Reserve meeting spaces or rooms for staff.
• Unpacks, organizes, and replenishes supplies in supply closet and other areas throughout building. May research and make purchase recommendations on supplies, etc.
• On occasion, may perform meeting preparation duties (coffee, refreshments, orders food, sets up room, reserve meeting space, etc.).
• Coordinates the Community Service Volunteers Program. This includes updating logs, completing, and certifying timesheets when volunteers finish their hours.
• Process monthly parking payments, update payments logs, contact renters if payment not received or late.
• Will drive to stores to purchase supplies or items needed urgently.
• In addition to the Administration Department duties, this position also will assist other leadership positions with administrative needs.
• Maintains, updates, and improves administration processes.
• Assist with team mailing and administrative needs, as needed.
• Other duties as assigned by supervisor.

Required Skill/Qualifications

• Minimum of two years of successful work experience in office operations required.
• Demonstrated successful work experience using multi-tasking skills, the ability to organize and prioritize tasks, and the ability to work independently and with creativity in problem solving situations, required. Excellent time management skills\
• Commitment to the mission and goals of CARECEN
• Must have a California DL and a vehicle.
• The right candidate must have a great attitude, be willing to learn new things, and always be ready for the unexpected
• Some advanced computer programs knowledge preferably
• Time management skills strongly preferred (required)
• Ability to work well under pressure (required)
• Effectively with diverse groups of clients and volunteers (required)
• Demonstrated commitment to mission and goals of CARECEN (required).
  

Work Schedule
CARECEN office hours are from 9:00 am to 5:00 pm, Monday – Friday. The work schedule for this position is a 35-hour workweek equaling 7-hour workdays. The position may require some work on Saturdays. Work is performed in a variety of work settings, including CARECEN’s offices.

Work Environment & Physical Demands

This job operates in a professional office environment. The position requires the ability to lift files, open filing cabinets, and bend or stand as necessary. Work is performed in a variety of work settings, including a hybrid office and work from home model depending on COVID-19 office policy, CARECEN’s offices, workspace provided by others including community libraries and other government facilities, among others.

Travel Requirements
Ability to drive with a valid CA license and a registered vehicle is preferred.

Benefits
CARECEN offers a generous benefits package that has medical, dental, vision, life insurance and Flexible Spending. Supplemental insurance and a 403(b)-retirement savings plan are also available. Paid time off is also provided along with 11 paid holidays.

Application Deadline
Deadline is September 30, 2025, or until position is filled. Candidates are encouraged to apply ASAP.

To Apply
Please email a cover letter, resume, and three references to Alejandro Rojas, [email protected]. Candidates are urged to be specific regarding level of Spanish proficiency. Only those applicants selected for interviews will be contacted. Only those applicants who submit a complete application per these instructions will be considered. Applicants must apply directly. CARECEN will not consider applications through legal recruiting/staffing agencies. No inquiries or phone calls from applicants or legal recruiters please.

CARECEN is an Equal Opportunity Employer.
All qualified applicants shall receive consideration for employment without regard to race, color, religion, national origin, ethnic group identification, ancestry, sex, age, marital status, political affiliation, condition of physical or mental disability, or sexual orientation, in accordance with requirements of Federal and State laws.