Administrative Assistant Temporary

Job Description

Job Description

ABOUT COMMUNITY ACTION PARTNERSHIP OF SAN BERNARDINO COUNTY

Community Action Partnership of San Bernardino County (CAPSBC) is a non-profit public benefit corporation and is one of the 1,100 Community Action Agencies nationwide dedicated to assisting low-income individuals and families become stable and self-sufficient. As the designated Community Action Agency for San Bernardino County, the largest county in the continental United States, CAPSBC is charged with serving over 800,000 low-income families and individuals, elderly and homeless residents of San Bernardino County each year. CAPSBC delivers services to 78 San Bernardino County cities and communities.

Mission: Community Action Partnership of San Bernardino County works with our communities by supporting, advocating for and empowering residents to achieve self-reliance and economic stability.

Vision: Community Action Partnership of San Bernardino County is the premier social services agency that eliminates the effects of poverty.

Family Development Mission: Providing the tools and support needed to help people strengthen their families and their communities. FDP assists clients to overcome barriers to self-sufficiency by identifying and providing resources in the areas of affordable housing, employment, educational opportunities and self-determination.

POSITION SUMMARY

Under the general supervision of the Family Development Manager II, the Program Coordinator I manages the day-to-day operations of CAPSBC’s Volunteer Income Tax Assistance (VITA) program, financial literacy education, and asset development services for low-to-moderate income families and individuals. The incumbent coordinates volunteer activities, delivers direct client services, and provides case management support. Additionally, the position develops and maintains program monitoring and evaluation systems while ensuring compliance with all contractual and grant requirements. The incumbent identifies and cultivates community partnerships and serves as the primary liaison between the program and external stakeholders. This position is characterized by a high degree of confidentiality. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Directs operations of the Volunteer Income Tax Assistance (VITA) program, including site management, volunteer 

coordination, tax preparation, quality assurance, compliance monitoring, and performance reporting. 

1. Designs and delivers financial literacy and asset development services, including educational workshops and 

Asset building. 

1. Establishes and maintains strategic partnerships with community organizations, financial institutions, workforce 

development entities, and educational institutions to expand service delivery and resource accessibility. 

1. Provides case management services, including client assessment, individualized service planning, referral 

coordination, 

and outcome-focused coaching to support financial capacity and self-sufficiency. 

1. Ensures program compliance with federal, state, and contractual requirements.  

1. Maintains program documentation, collects and analyzes performance data, and prepares reports for funders 

and stakeholders. 

1. Supports grant development, proposal writing, and program planning initiatives in collaboration with program 

leadership. 

1. Represents the organization in external forums and maintains flexible availability to meet program demands. 

1. Communicates effectively in written and oral formats with diverse audiences, including presentations to small 

and large groups. 

1. Independently composes professional correspondence, memorandums, administrative reports, and financial 

documentation. 

1. Completes client-related forms, files, and documents accurately in a timely manner. 

1. Assesses community needs and develop appropriate service partnerships to enhance program effectiveness 

and resources accessibility. 

1. Analyzes complex problems, identifies alternative solutions, evaluates consequences, and implements 

recommendations to achieve program goals. 

1. Operates standard office equipment and demonstrates proficiency in computer applications, including MS 

Office Suite 360, Adobe Reader, web browsers, and case management software. 

1. Works effectively in a fast-paced environment with strict deadlines and frequent public contact via phone and in 

person. 

1. Operates agency or personal vehicle safely for official business purposes. 

KNOWLEDGE OF

1. Principles of grant writing.
2. Budget preparation and control procedures.
3. Effective communication and public relations techniques.
4. Principles and practices of program development, management, coordination and review.
5. Principles of Internal Revenue Services (IRS) tax programs, credits and forms.

ABILITY TO

1. Analyze and interpret complex contract language, policies, and procedures to ensure compliance. 
2. Plan, develop, and direct multiple, concurrent projects, adapting quickly to changing deadlines and programmatic needs. 
3. Build, establish, and maintain strategic partnerships with community organizations, stakeholders, and service providers. 
4. Maintain flexibility for evening, weekend, and overnight assignments as program needs require. 

MINIMUM EDUCATION AND EXPERIENCE

Thirty (30) semester forty-five (45) quarter units of completed College coursework in behavioral science; public/business administration, social science, education, or a closely related field. Preferred: Bachelor’s (BA/BS) in Finance, Accounting, Economics, Business, Public Administration, or a closely related field.

1. Minimum three (3) years of progressive administrative experience coordinating and developing social service programs that provide comprehensive services to low-income individuals and families. Experience must include a minimum of two (2) years preparing and filing taxes through VITA or paid tax preparation services. Demonstrated experience with case management practices, client service planning, volunteer coordination, community outreach, and multi-site program logistics required. Experience supporting or coordinating financial literacy programs preferred.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

1. Ability to sit at a desk for most of the day and perform phone or computer work for extended periods. 
2. Ability to lift and move paperwork and files up to 20 pounds.
3. Regularly required to speak and hear clearly, and to use hands to handle objects, and operate a keyboard.
4. Ability to make presentations and appeals throughout the community in locations.

LICENSE, PERSONAL VEHICLE AND EMPLOYER PULL NOTICE PROGRAM  

CAPSBC participates in the California Department of Motor Vehicle Employer Pull Notice (EPN) Program. Employees must maintain a valid and current California Driver License, be insurable, and have/maintain a safe driving record throughout employment. In addition, employees with a vehicle registered in their name must maintain state mandated personal automobile insurance coverage throughout the course of employment. Employees receive reimbursement per mile for use of his/her personal vehicle for business purposes (excluding driving from home and to work) based on the approved IRS mileage rate. 

Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA)  

Community Action Partnership of San Bernardino County is an Equal Employment Opportunity (EEO) and American with Disabilities Act (ADA) employer.  

This position description is only a listing of the essential responsibilities and not  meant to be an exhaustive list of every duty and responsibility. This job description is meant to communicate expectations for minimal and satisfactory job performance and not intended to be an employment contract of any kind or type.