Job Details

Job Title: Administrative Assistant II

Location: San Francisco - Hybrid Onsite

Need Locals
Summary: This temp request is to backfill an Administrative Specialist who will be going out on leave. The Admin Specialist provides support the HR Principal Manager (PMII) and the and the Pay & Benefits Unit . This temp position will help fullfill tasks that cannot be absorbed elsewhere such as creating new hire orientation packets, helping implement changes due to open enrollment, process Judicial Pay Affidavits, assist with high volume filing and assisting with other administrative tasks directly supporting the PMII and the HR office.

Position duties and responsibilities include:

AA or BA and at least 1-2 years administrative support experience in a professional office setting.
Must be detail oriented and very organized.
Intermediate experience working with Outlook and Word.
Must be able to work independently, self motivated, and dependable.
Must be able to communicate effectively, verbally and in writing.
Excellent customer service skills.
Candidate must be able to work effectively in the SF office as needed (multiple days a week) as well as ability to work remotely when needed.

Example of Duties:

• Acts as the first point of contact for Judicial affidavits. Includes tracking, verifying, contacting courts, and reconciling.

• Accurately create New Orientation Packets (multiple pages of documents and forms), filing, sort mail, and schedule the delivery of sensitive materials.

• Updates all relevant program forms for accuracy and consistency - this can include reaching out to various control agencies such as CalHR, DGS, for copies of the latest pay & benefits forms. Under guidance by HR management, this position will also be responsible for the development of new forms/logs pertinent to each unit's area, including pay & benefits, HR Data & Research Management, and classification/compensation.

• Provides direct administrative support to the Deputy Director of HR as needed.

• Schedules and drafts invitations for group meetings, including meeting logistics - conference calls info, room set up, etc.

• Maintains office equipment - liaise with vendor, business services; ensures copiers are turned on and stocked with copy papers on a daily basis; shredder is regularly emptied; contacts service team for the repair of printer/fax/scanning equipment. Makes arrangement with the vendor to schedule a repair visit, assess extent of damage and repair necessary, escalates the request to senior staff for next steps.

. Perform basic administrative functions and receptionist work such as typing, data entry, photocopying, collating, drafting memos, operating multi-line phone systems and providing exceptional customer service.

• Perform mid-level support such as prepare memos, coordinate schedules, order supplies, and provide support for various projects or programs as requested.

• Experience with Microsoft Word and Outlook.

• Ability to demonstrate organizational, interpersonal and professional skills.

• Ability to determine the nature of situations, act resourcefully and quickly to resolve issues.

• Intermediate knowledge of Microsoft Office

• Ability to exercise significant independence performing a broad variety of administrative support duties.

• Experience in supporting a mid- to large-sized office environment.

San Francisco location.