First 5 Alameda County helps young children grow up healthy and ready to learn during the most important time in their development. We have more than two decades of experience funding innovative programs and advocating for policies that produce better futures for our children. Our Vision is that every child in Alameda County will have optimal health, development and wellbeing to reach their greatest potential.

Join our amazing mission-driven team that in partnership with the community, supports a county-wide continuous prevention and early intervention system that promotes optimal health and development, narrows disparities and improves the lives of children 0 to 5 and their families.

Coordinates and provides higher level administrative, operational and procedural support to Executive, Senior Administrator or Administrator, and assists with the implementation of events, and contracts.

• Prioritizes, organizes, and provides all general administrative support to the team strategy and assigned programs.

• Plans and provides administrative and logistical support to assigned program meetings/trainings; coordinates meeting responses, supports pre- and post-meeting communications, arranges logistical aspects of meetings (ex, catering, equipment, room arrangements, preparation of meeting materials and documents), and takes, produces, and distributes minutes.

• Prepares, processes, and maintains contract documentation; processes award invoices, ensuring that contract provisions are met, appropriate approvals are obtained, and payments are coded accurately; maintains records of contracts-related expenses.

• Maintains required supplies and materials for assigned programs, coordinates orders with agency Administrative Associate and outside vendors as needed.

• Interfaces with a variety of external community partners, agencies, program participants, the general public, and F5AC staff to provide program information and administrative coordination; provides follow-up as needed.

• Recommends changes to and assists with the development of administrative procedures or processes to increase the effectiveness of program operations.

• Enters and maintains accurate administrative records in electronic (including F5AC web based applications) and paper form, including database records, contract information and invoices, survey and study data, and various program/administrative files.

• Produces and distributes a variety of materials in diverse formats including correspondence, meeting agendas and minutes, forms and program materials.

• Updates and maintains information for assigned programs on F5ACs website and related media.

• Performs special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports.

• Coordinates agency-wide requests for translation of written materials; receives requests and distributes to appropriate vendors, provides follow-up as needed, and maintains accurate records of services provided.

• Provides general strategy/agency administrative support as needed.

Qualifications
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be

• Equivalent of four years relevant administrative experience

• Associate Degree or Equivalent of two years of college (90 quarter units or 60 semester units) from an accredited college or university may be substituted for 2 years of experience.

• Bachelors Degree from an accredited four-year college or university with major coursework in may be substituted for 4 years of experience.

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Knowledge of: *

• Office administrative practices and procedures, including records and file management

• Operation of standard office equipment; prefer experience with audiovisual equipment

• Business software including intermediate Word, Excel, PowerPoint and Outlook; prefer some knowledge of Access and Publisher

• Use of the internet for research and web-based applications

• Basic budgetary and financial record keeping techniques, including processing of invoices and contracts

• Research and report preparation principles

• Some knowledge of event or training logistics strongly preferred

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Ability to: *

• Organize and prioritize work, multi-task, and work well under deadline pressure in a fast-paced organization

• Support and deliver high quality customer service to a diverse population, in person and by telephone

• Communicate effectively, verbally and in writing, including ability to write and produce reports and meeting minutes

• Think proactively, anticipate problems, analyze situations, consider alternatives and develop effective solutions

• Exercise judgment within established policies and procedures

• Take initiative and work independently with little supervision

• Establish and maintain courteous, professional, and effective working relationships with those contacted in the course of work, work as part of a team

• Maintain accurate records and files, pay close attention to detail

• Meet attendance requirements of the position, be punctual and timely in meeting all requirements for work performance

• Adapt, with minimal or no advance notice, to changes in agency operations and work assignments or procedures

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Other: *

• Please note that we are currently working remotely but will return to office on a hybrid or full-time basis. The date for in-person work has not been determined.

• All First 5 employees must live and work in California.

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First 5 Alameda County Benefits*
We offer a comprehensive benefits package with health care options to meet the diverse needs of our employees and their families. These benefits include but are not limited to Medical, Dental, & Vision Coverage, $1,500 credit per year to spend on benefits, Health and Dependent Care Flexible Spending Accounts (FSAs), Employer Paid & Voluntary Life & AD&D Insurance, Long-Term Disability Insurance, Retirement Plans including the ACERA Pension Plan, Commuter Benefits, Employee Assistance Plan and more.

We also offer paid vacation, paid time off and sick time. We have 17 paid holidays including the week between Christmas Day and New Year's Day as paid time off.

Job Type: Full-time

Pay: $62,000.00 - $84,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 5x8
• 8 hour shift
• Day shift

Work Location: One location

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