We are recruiting for an Administrative Specialist to join a nonprofit organization in the Sacramento area. This is a contract to hire opportunity with a hybrid work schedule (2 days onsite, 3 days remote). The Administrative Assistant provides department support with a variety of complex administrative duties, composes, and prepares correspondence, and general project support. Pay: $22/hour.

The qualified candidate will have experience with contracts and invoice tracking, budget administration, preparing reports, and coordinating in-person and virtual meetings. 

PRIMARY RESPONSIBILITIES:

• Participates in the development and administration of program budget.
• Prepares and maintains records and reports.
• Tracks and process invoices, collections, and department expenses.
• Provides administrative support to include: composes, types, edits, and proofreads a variety of documents; assists in developing agendas; attends in-person and virtual meetings; takes, transcribes, and distributes meeting minutes; follows-up with on after-action items; prepares programs and brochures; formats PowerPoint presentations, etc.
• Receives and screens visitors, telephone calls, emails, and regular mail referring to appropriate department sources.
• Coordinates and maintains multiple calendars, schedules, meetings, and appointments; makes travel arrangements as required.
• Coordinates and schedules virtual and in-person meetings, seminars, conferences, and training sessions; acts as meeting and/or committee secretary including preparing agendas and information packets, and taking and transcribes minutes for the committee.
• Coordinates location, food, AV equipment, transportation, accommodations, and presentation arrangements for events as appropriate.
• Establishes, maintains, tracks, and enters data into a variety of management information systems, including maintaining physical and electronic files for the department.
• Updates website content.
• Monitors and orders office and related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares requests for payment for department head approval.
• May be assigned administrative support duties across multiple departments.
• Performs other duties as assigned.

SKILLS AND QUALIFICATIONS:

• Associates degree or higher required.
• Minimum 2-3 years of administrative experience. 
• Intermediate proficiency with Microsoft Office Suite.
• Experience scheduling meetings using video conferencing software (MS Teams, Zoom, etc.) is required.
• Ability to process and track paperwork and legislative documentation.
• Strong written and verbal communication skills.
• High attention to detail and strong organizational skills.
• Ability to handle sensitive and confidential information.
• Demonstrated experience with event planning both in person and virtual and making travel arrangements.
• Excellent customer service skills.
• Critical thinking skills and ability to problem solve.