Admin Assistant I

The Peter Claver Community is a comprehensive stabilization program for chronically homeless
individuals living with disabling HIV/AIDS. Opened in 1985, the program marked one of the earliest
attempts by any organization to aggressively serve those sick and dying from HIV/AIDS. PCC
provides medical stabilization for up to one year and comprehensive care to San Francisco residents
who have disabling HIV/AIDS, are very low income, homeless and/or struggle with major psychiatric
disorders or substance abuse challenges. To minimize the utilization of hospital emergency rooms,
crisis services and other publicly funded health systems, the staff is able to address most problems
on-site.
The Administrative Assistant/Receptionist is responsible for keeping the office supplied and
organized. This involves lots of small duties, like typing and taking notes during meetings, but their
overall responsibilities are essential. Also, it will be responsible for greeting visitors and delivering
exceptional customer service assistance. This position will provide administrative support for Peter
Claver community only.
• Answering phone calls
• Data entry
• Addressing visitor questions and needs, and providing an overall welcoming environment.
• Ensuring and Implementation Policies and Practices of the agency
• Produce and reconcile monthly and quarterly reports for programs as requested.
• Maintaining Office Supply Budget and tracking expenditures/and transactions for different
programs
• Manage communications between programs
• Overseeing clerical tasks, such as sorting and sending mail
• Keeping an inventory of office supplies and ordering new materials as needed


PROGRAM & POSITION SUMMARY
ESSENTIAL DUTIES & RESPONSIBILITIES

• Welcome visitors to the office
• Maintain proper client’s referral information in database
• Help build positive relations within the programs and external parties
• Schedule and organize meetings/events for the programs and sending meeting invites to
attendees
• Ensure technologies is used correctly for all operations meaning video conference, presentations,
etc.
• Coordinate activities for support staff, and/or volunteers
• Keep all the members of the team up-to-date with relevant agency information
• Other duties as assigned
• Nothing in this job description restricts management’s right to assign or reassign duties and
responsibilities to this job at any time
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodation may be made to enable individuals with disabilities to perform the essential functions.
Education & Experience:
• AA, plus two years of experience preferred
• Experience with San Francisco housing resources and public benefits
• Experience working with Program Coordination
• Other relevant experience will be considered
• Experience working with persons in crisis
Knowledge, Skills & Abilities:
• Possess strong time management and prioritization skills
• Thorough knowledge of San Francisco service providers (e.g. substance abuse, housing,
financial assistance, government entitlement programs, and money management services)
required
• Excellent interpersonal and communication skills
• Able to listen actively and communicate effectively with individuals and groups and be
sensitive to the client population, organize own work, and follow-through independently.
• Highly organized with attention to detail
• Excel at teamwork and cooperation
• Client oriented
• Possess problem-solving and decision-making skills
• Skill in using personal computers and a variety of software applications

• Personal cell phone required.

QUALIFICATIONS• Committed to organizational impact
• Ability to work independently, work on multiple projects simultaneously and effectively as
well as part of the interdepartmental team
• Ability to thrive within a fast-paced, results-driven environment and work on multiple
projects simultaneously and effectively
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services
and work effectively in cross-cultural situations
Clearances Required Prior to the First Day of Employment:
Fingerprinting
Clearance: Required
TB Screening -
Negative Tuberculosis Test:
Required
First Aid
Certificate:
Required
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodation may be made to enable
individuals with disabilities to perform the essential functions.
• Occasional Bending, standing, stooping, kneeling, reaching, twisting, and walking
• Occasional Lifting, pushing, and pulling
• Frequent Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or
fingers
• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force
frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Sedentary work involves sitting most of the time
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing
data and figures; transcribing; viewing a computer terminal; and extensive reading
• Driving is not required for this position
If driving a car is required for the position, incumbent must have a valid California driver's license and be able
to provide proof of DMV record and personal insurance (if required.)
The work environment characteristics described here are representative of those an employee encounters while
performing the essential functions of this job. Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions.
• May include contact with clients with mental health issues who demonstrate behaviors such as use of
profanity, shouting, running away, self harm and violence
• The worker is occasionally exposed to perfume or scents in personal care products used by employees,
clients, and visitors
• Noise level in work environment is usually moderate in accordance with typical office environment.
• The work environment includes traveling using various modes of transportation
DISCLAIMER: The above statements are intended to describe the general nature and level of work being
performed by people assigned to this classification. They are not to be construed as an exhaustive list of all
responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform
duties outside of their normal responsibilities from time to time, as needed.
PHYSICAL REQUIREMENTS
WORK ENVIRONMENT
Job Description Continued