Administrative Specialist

Published 23 days ago



The Administrative Specialist reports to the Executive Director and works with all members of staff to support office administration, fundraising, and overall agency services. The Administrative Specialist is accountable to, and directly supervised by, the Executive Director and provides clerical assistance and office support services to the agency. The person in this role will possess the ability to effectively communicate via phone, mail and email and will ensure that all duties are completed accurately and delivered with high quality and in a timely manner. The person in this role must be comfortable setting up and participating in virtual and in-person meetings (COVID-19 precautions included).

Financial Records: Maintains agency business files. Duties include light bookkeeping, including preparation and delivery of deposits, the timely payment of bills. 

Office Management: General office support including maintaining inventory of office supplies; oversee maintenance and repair of office equipment as needed. Maintain computer systems using basic IT knowledge and conduct routine website updates and maintenance.  Maintain computer security information for business accounts in addition to computer and manual filing systems. Remind staff to submit timecards on time. Maintains agency mailing lists, including regular updating of agency databases. Conducts bulk mailings.

Reception: Answers telephones and responds to messages; serves as initial point of contact in agency; and manages mail pickup and distribution. Responds to requests for information and communicates with volunteer mentors. Maintains contact lists. Produce and distribute correspondence memos, letters, faxes and forms. Provide general support to visitors.

Board Support: Assists the Executive Director in preparing materials for Board and Committee meetings as well as other communications with Board members. Attend and take notes at committee meetings as  needed.

Public Awareness and Outreach: Assists with creation of agency communications including newsletter mailings and social media posts as directed. Assists in promotional activities, including media relations. Maintains professional and courteous relationships with other social service agencies and businesses.

Development and Fundraising Support: Assists with agency fundraising events and activities as directed by the Executive Director and Event Coordinator(s). Assists Executive Director and Board committee members with annual fundraising campaigns, including creating collateral, updating databases, taking accurate minutes of meetings, generating reports, preparing and monitoring invoices, printing letters, tracking contributions, and preparing acknowledgements. Monitors all donations to agency, and prepares acknowledgements for Executive Director’s signature.

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; and participating in professional societies.

Participate in mandatory trainings/on-going professional development/coaching in the areas of: 

o    Race and Equity

o    LGBTQ Competency and Support Strategies 

o    Youth Development Best Practice

o    Trauma Informed Practices

* Apply the practices and principles attained in your BBBSPS trainings/on-going professional development/coaching to all mentors, mentees, and families. 

Contribute to team effort by accomplishing related results as needed.

Performs other tasks and duties as assigned by the Executive Director, Program Director, Board of Directors and/or Event Coordinator(s).


Four or more years previous administrative or directly related experience required.

Successful in a busy office with frequent deadlines.

Excellent business English communication (oral and written) skills.

Excellent human relations skills.

Experience in developing, coordinating, and implementing office procedures.

Experience in setting up and maintaining accurate databases and financial records.

Ability to work in a team-oriented office.

Ability to type 50 words per minute, and use Apple and PC computer.  Experience with Microsoft Word, Excel, QuickBooks, Canva, Word Press, social media platforms and Open Office preferred. Ability and interest to learn new software.

Ability to abide by Agency confidentiality policies.

Required: 2-year college degree minimum. Valid California Drivers License, current automobile insurance. Willingness and ability to use own car for agency business. 

Additional preferred qualifications:

Bilingual or some Spanish language skills.

 Position Salary Range: $21 – 24 – commensurate with experience

35-40  hours/ (3 days week in office minimum, exact days and hours negotiable). Flexible hours outside of scheduled events and meetings with the option to reduce hours to 30 hours per week during slower periods. Flexible schedule details will be determined in conjunction with the Executive Director. 




The Administrative Specialist reports to the Executive Director and works with all members of staff to support office administration, fundraising, and overall agency services. The…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    November 1, 2021
  • Application Deadline
    October 15, 2021
  • Education
    2-Year Degree Required
  • Professional Level
    Entry level


USD 40,000 - USD 48,000
Position is paid hourly, $21-$24 depending on experience


Health Insurance, Dental Insurance, Vision Insurance, Floating Vacation Days.

Health Insurance, Dental Insurance, Vision Insurance, Floating Vacation Days.

Level of Language Proficiency




Temporarily Remote
Work must be performed in or near Capitola, CA
Associated Location
Capitola, CA, USA

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