Administrative Assistant

JOB TITLE: Administrative Assistant Reports To: Director of Programs and Operations

FLSA Status: Non-Exempt, Hourly

Job Status: Full-Time, 1.0 FTE (40 hours/week), typically Monday - Friday, 9:00 AM - 5:30 PM, with occasional evening or weekend flexibility required for emergencies, staffing shortages, or special events.

Compensation: $25.00 per hour

POSITION SUMMARY: SoHum Housing Opportunities (SHO) is seeking a highly organized and reliable Administrative Assistant to support the day-to-day operations of our administrative office. As SHO transitions into a professionalized, grant-funded organization, this role is critical to ensuring our internal systems, communications, and administrative workflows run smoothly. As a growing nonprofit, SHO requires team members who are comfortable “wearing many hats.” The Administrative Assistant will frequently staff the front service area, fill in for other staff at times, and interact directly with program participants and the general public. Because this role serves as the face of the office, the successful candidate must remain professional and courteous at all times, possessing the emotional intelligence to manage and de-escalate challenging client or community member behaviors, and the judgment to call for emergency services when needed. The ideal candidate is a proactive problem-solver with strong technical skills and the ability to maintain strict confidentiality and professional boundaries within a grassroots community setting.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Office Management, Coverage & Client Interaction:

● Staff the front service area as needed, often serving as the first point of contact for the SHO administrative office by answering phone calls, greeting visitors, and routing inquiries.

● Cross-train to fill in for other staff members and provide coverage for essential daily operations as needed.

● Manage and de-escalate challenging behaviors from clients or community members accessing the office, ensuring a safe and welcoming environment.

● Maintain a calm, professional, courteous, and trauma-informed demeanor at all times.

● Assess safety risks and promptly call for emergency services (police, medical, or mental health crisis teams) or contact supervisors during critical incidents.

● Ensure the administrative office remains clean, organized, and welcoming.

Administrative & Executive Support:

● Assist the Interim Director with scheduling, calendar management, and coordinating internal and external meetings.

● Prepare agendas, assemble meeting materials, and take accurate, professional meeting minutes for staff, committee, and Board of Directors meetings as needed.

● Provide technical and clerical support to the Board, staff, and volunteers, including assistance with setting up and accessing online meetings, scanning, printing, and general computer use.

● Assist in drafting, formatting, and proofreading organizational documents, memos, policies, and external communications.

● Support daily program operations and staff by proactively checking and processing

administrative mail, email, and voicemail.

● Assist with essential financial and payroll workflows, including preparing daily bill pay and

gathering timesheets for supervisor approval.

● Support the coordination of staff trainings, onboarding logistics, and agency events.

● Order, track, and maintain inventory for office supplies, equipment, and basic program materials.

Data Entry & Records Management:

● Maintain strictly confidential and highly organized physical and digital filing systems, including personnel files, vendor contracts, and grant documentation.

● Assist the Director and program staff with basic data entry tasks, ensuring information is

recorded accurately and on time.

● Help track programmatic deadlines, compliance schedules, and required reporting timelines.

● Support basic financial administrative tasks, such as tracking receipts, processing invoices, and preparing documentation for the external bookkeeper or consultants.

QUALIFICATIONS & REQUIREMENTS:

Required Experience & Skills:

● Previous administrative, clerical, office management, or frontline customer service experience.

● Ability to remain professional, calm, and courteous under pressure, with basic skills in conflict resolution and behavioral de-escalation.

● High proficiency in computer software, particularly Google Workspace (Docs, Sheets, Gmail, Drive, Calendar) and Microsoft Office.

● Excellent written and verbal communication skills, with a strong eye for detail and accuracy in proofreading and data entry.

● Ability to manage multiple priorities, stay organized in a fast-paced environment, and independently follow through on assigned tasks.

● Demonstrated ability to maintain strict confidentiality regarding personnel, client, and financial information.

● Strong professional boundary management, especially when interacting with program

participants, community members, and passionate stakeholders.

● Valid California Driver’s License, acceptable driving record, and reliable personal transportation.

Strongly Preferred Knowledge & Experience:

● Prior experience working in a nonprofit, human services, or grant-funded environment.

● Experience responding to crisis situations and/or working with vulnerable populations.

● Basic understanding of bookkeeping, invoice processing, or financial tracking.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS:

● Work is primarily conducted in a standard indoor office environment, with occasional travel to other SHO program sites, local vendors, general errands, or the post office.

● Physical requirements include: prolonged periods of sitting at a desk and working on a computer; frequent use of a keyboard and screen; ability to communicate clearly over the phone and in person.

● Must be able to bend, reach, and lift or carry up to 20 pounds (e.g., office supplies, mail, file boxes).

● Reasonable accommodations will be made for individuals with disabilities, in alignment with the ADA and California FEHA.

ESSENTIAL SERVICE WORKER:

All employees are considered essential service workers and are required to return to work (as ordered) in the event of an emergency.

MANDATORY REPORTING:

Because SHO works with individuals in vulnerable housing situations, this position may be classified as a Mandated Reporter under California’s Child Abuse and Neglect Reporting Act (CANRA). Appropriate training will be provided, and all legal reporting requirements must be followed.

BACKGROUND CHECK / SCREENING:

Employment is contingent upon the successful completion of a criminal background check and any other screenings required by law or funding sources. All SHO employees are required to pass a background check.

FUNDING CONTINGENCY:

This position is grant-funded. Continued employment and/or residence is strictly contingent upon the ongoing availability of these grant funds and the programmatic needs of the organization.

EMPLOYMENT STATUS / AT-WILL NOTICE:

Employment with SoHum Housing Opportunities is “at-will,” meaning either the employee or SHO may terminate the employment relationship at any time, with or without cause or advance notice, in accordance with applicable law.

EEO & ANTI-DISCRIMINATION STATEMENT:

SoHum Housing Opportunities is an Equal Employment Opportunity employer. We comply with all applicable federal, state, and local laws, including the California Fair Employment and Housing Act (FEHA). We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.

REASONABLE ACCOMMODATION STATEMENT:

Applicants who require a reasonable accommodation during the application or interview process should contact SHO at [email protected]. Accommodations will be provided in accordance with the Americans with Disabilities Act (ADA) and California FEHA.

DISCLAIMER:

SHO retains the right to change and/or modify the duties and essential functions of this position at any time. This job description is intended to reflect the general nature and level of work performed by employees assigned to this role. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required.

Pay: $25.00 per hour

Benefits:

• Paid time off

Ability to Commute:

• Garberville, CA 95542 (Required)

Ability to Relocate:

• Garberville, CA 95542: Relocate before starting work (Preferred)

Work Location: In person