Office Administrator II - Grant Contracting

Role Description

This position is responsible for supporting the day-to-day administrative activities, designated projects and providing support with board and annual support campaign administration. Under the direction of the Director of Contracts Administration, the Contracts Administrator I (ASES) provides fiscal leadership and support to the Child and Youth Development (CYD) Team and branches with their ASES/ASSETS grants including cost-reimbursable, time and materials and fixed price contracts. Responsibilities include:

• Preparing monthly invoices to various school districts and following up on collections, if necessary.
• Preparing internal worksheets and reviewing results with appropriate staff.
• Assisting with budget reviews.
• Reviewing vendor invoices for allowable costs prior to payments being made.
• Regular interaction with program supervisors and senior management to resolve issues and mitigate risks.

Schedule: 2-month temporary contract with around 20-30 hours a week, Remote (must work within San Diego County Region).

Responsibilities

• Provide administrative and clerical support.
• Coordinate meetings and lead specific projects.
• Assist in creating and drafting/editing written materials and correspondence as well as preparing presentations and reports.
• Provide administrative leadership to Annual Support Campaign functions.
• Experience providing support to special events.
• Provide excellent customer service to members and staff team.
• Provide timely and consistent communication to staff, volunteers, and members.
• Ability to work effectively with others in alignment with the YMCA 4 core values.
• Excellent organizational, planning, and prioritizing skills.
• Ability to be flexible and work on multiple projects simultaneously.
• Ability to work with Board of Management, donors, staff and volunteers.
• Excellent written and verbal communication skills.
• Experience providing administrative support in a fast-paced working environment.
• Project coordination experience with the ability to work independently.
• Ability to take direction from several departments and work effectively with multiple tiers of co-workers and volunteers.
• Ability to sit and stand for extended periods of time and repetitive hand motion is required.
• Assist in reviewing, updating, and reconciling the master equipment inventory list to ensure accuracy, completeness, and alignment with current asset records and grant regulations.
• Work within NetSuite to verify, update, and maintain equipment inventory data, including asset details, locations, and status changes.
• Work with the IT department to obtain and maintain e-waste certificates and documentation for disposed, recycled, or decommissioned equipment.
• Ensure proper documentation of disposed assets and update inventory records to reflect final disposition.
• Organize and maintain accurate equipment documentation, including serial numbers, purchase records, disposal documentation, and equipment lifecycle status.
• Create Inventory Standard Operating Procedures. Map out end-to-end inventory processes, including asset acquisition, assignment, transfer, maintenance, disposal, and record retention.
• Other duties as assigned.

Qualifications

• Associates degree or equivalent work experience required.
• Experience keeping accurate records, rosters, and meeting minutes.
• 2+ years' work experience providing administrative support in a fast-paced work environment.
• Proficient in Microsoft Office and general office equipment.
• Strong organization and customer service skills.
• Detail-oriented with proven time management skills.
• Licensing, state law, and our government funders require that staff within YMCA of San Diego County be fingerprinted prior to reporting to work, and include subsequent arrest notifications.
• CPR/AED and First Aid Certification, must include Adult and Child/Infant, obtained within 30 days of hire and must be from one of the following certifying organizations:
  • American Red Cross
  • American Heart Association
  • American Safety & Health Institute
• YMCA will consider qualified applicants with a criminal history pursuant to the San Diego County Fair Chance Ordinance and the California Fair Chance Act.

Pay Range

USD $19.69 - USD $23.63 /Hr.