Human Resources Administrative Support Coordinator

Company: MAAC
Location: Chula Vista
Posted on: May 21, 2023

Job Description:

Location:

Chula Vista Administration office - Chula Vista, CA

(Will also be required to provide support at our Vista office on occassion)

Hourly: $18.63 - $21.00 p/hr

52 Weeks

OUR STORY

Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/.

Under supervision, the incumbent is responsible for a wide variety of difficult and complex administrative and clerical duties involving independent judgement and action. This position supports the Human Resources department in a variety of ways including office operations like answering phones, directing calls, responding to email correspondence, composing, and typing correspondence, preparing reports, scheduling and managing meetings, ordering supplies and using typical office software for additionally assigned administrative and clerical duties. The incumbent is expected to present oneself in a manner that reflects professionalism and ensures client satisfaction along with a high level of confidentiality. The incumbent is expected to exercise discretion and independent judgment in the performance of all duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Provides a variety of direct administrative support for the Human Resources team.
• Develops, prepares, compiles and maintains, confidential program files, reports, regulations, correspondence; maintains strict confidentiality of sensitive/confidential information of staff and families enrolled in the program; complies with procedures to protect the confidentiality of personally identifiable information.
• Works with management staff to coordinate effective support during special projects.
• Coordinates and attends meetings in support a variety of Human Resources efforts (e.g. interviews).
• Establishes effective and cooperative relationships with all staff, business and community partners.
• Provides courteous and professional service to all members of the public and agency staff.
• Attends events to including occasional evenings and weekends.
• Coordinates approved purchases of supplies, equipment, and materials; processes and distributes supply orders to various centers and/or program locations.
• processes and maintains educational and professional development reimbursement records for staff; reviews mileage reimbursements; records and submits documents to accounts payable for processing.
• Proficient with related systems and programs, software, and office equipment.
• Performs other related duties as assigned. QUALIFICATIONS AND SKILLS
  
  Knowledge of:
  • Practices and basic principles of working in an administration setting providing program support.
  • Principles and practices of supporting programs and management in meeting defined goals.
  • Records management; general office systems and procedures
  • Standard and specialized business software including, but not limited to, Microsoft Office Suites including Word, Excel, Access and Outlook.
  • General purchasing and fiscal principles and procedures. Ability to:
    • Independently perform complex word processing and related tasks; format letters, reports, tables; proofread and edit to produce professional results
    • Demonstrate excellent and comprehensive computer skills, including Internet operations, Microsoft applications and experience with Child Plus or a similar database program(s)
    • Provide prompt, efficient and responsive service in a demanding work environment
    • Work collaboratively with management, staff and community partners
    • Communicate effectively both orally and written; demonstrate effective interpersonal skills
    • Relate positively and effectively with families of diverse cultures, disabilities and social economic backgrounds
    • Maintain confidentiality when dealing with sensitive information
    • Effectively demonstrate bilingual skills (English/Spanish EDUCATION/EXPERIENCE/CERTIFICATION
      • High School Diploma or equivalent AND nine (9) college units in word processing and data processing; AA degree or higher is preferred
      • Minimum of two (2) years of professional work experience in program development or administration in a social service setting; one (1) year of which included supervisory and administrative experience.
      • Demonstrated proficiency (including word processing at a minimum of 50pm) in Microsoft Office Word, Excel, PowerPoint, Outlook and data bases.
      • Two (2) years of experience and/or education in administrative/clerical fields which includes operational skills/knowledge listed above
      • Bilingual (English/Spanish) reading, writing, and speaking is preferred.
      • Non-profit or government agency experience in a union environment is strongly preferred.
        VALUE-BASED BEHAVIORS
        
        Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person's views and underlying assumptions
        Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
        Identifies and takes advantage of opportunities for personal and professional development
        Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
        Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
        Follows rules, regulations, and policies; positively contributes to implementing changes
        Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes
        
        HEALTH STATUS
        
        Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.
        
        PHYSICAL AND MENTAL DEMANDS
        
        The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
        
        Physical Demands
        
        While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.
        
        Mental Demands
        
        While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.
        
        BACKGROUND CLEARANCE
        
        All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.
        
        Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.
        
        TRANSPORTATION
        
        Must have and maintain a valid California Driver's License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC's insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.

Keywords: MAAC, Chula Vista , Human Resources Administrative Support Coordinator, Administration, Clerical , Chula Vista, California