Bilingual Administrative Assistant; Spanish

Bilingual Administrative Assistant (Spanish) CYFTAY Division Agency Overview

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 50+ programs that address mental health, the unhoused, early care and education, those impacted by the justice system, transitional age youth, as well as aging adults. Our programs combine the latest scientific research with cultural sensitivity and a deep commitment to supporting and reflecting the communities we serve.

Felton offers a dynamic, challenging, and supportive work environment where we encourage the use of professional development, that staff can utilize throughout their career.

Felton Institute has been providing comprehensive early care and education services in San Francisco since 1971. Felton now has four ECE programs in SF's Mission and Bayview neighborhoods; and offers a school-readiness program for infants, toddlers, and preschoolers--2 weeks to 6 years old. Felton's ECE programs include Infant/ Toddler classrooms and preschool classrooms, which serve approximately 400 children, full day/ year-round.

These multicultural, educational programs provide a nurturing, developmentally challenging, and inclusive environment for very young children of low/moderate income families. We are committed to inclusive, positive environments that build on children's positive self-esteem and self-image.

Under the supervision of the Operations Supervisor, the Administrative Assistant serves as the primary front desk support for the CYFTAY Division. This entry-level role is responsible for providing excellent customer service to families, staff, visitors, and vendors by maintaining consistent front desk coverage and supporting day-to-day office operations.

The Administrative Assistant supports basic administrative functions, including answering phones, greeting visitors, processing mail, organizing records, and assisting the Operations team with routine tasks. This position is ideal for someone who is detail-oriented, friendly, bilingual, and interested in gaining experience in administrative and nonprofit operations while working in a mission-driven, community-focused environment.

• Proven ability to maintain front desk coverage with a focus on creating a welcoming and safe environment for all visitors, demonstrating excellent interpersonal and communication skills.
• Provides Front Desk Administrative Functions, both on the phone and in person in a pleasant and professional manner at all times.
• Support the Operations Supervisor by processing procurement orders, reviewing order requests, researching pricing, coordinating purchases and placing orders through the organization accounts, record keeping of receipts.
• Track incoming orders and mail and assist with the daily distribution to ensure accurate delivery and accessibility for staff and departments.
• Supports with processing daily ROEs and invoices via processing system. Ensure compliance with procurement procedures, including vendor communication and recordkeeping for all purchase transactions, vendor quotes and documentation.
• Serves as program liaison back-up staff with visitors and vendors working at site including pest control and maintenance vendors. Makes recommendations regarding emergency procedures needed to maintain safety or security of the building including emergency pest control measures.
• Assist with meeting set-up, including ordering necessary supplies, arranging room reservations, and ensuring all logistics are managed effectively.
• Maintains an inventory and replenishes office equipment, furniture, supplies; equipment, appliances and maintenance suppliers; monitors warranty services, service agreements and secures servicing of equipment as needed.
• Supports Operations Supervisor setting up the logistics for the annual training to staff to meet program requirements, including CACFP.
• Ensures all CACFP files and records are collected, maintained, and organized including daily meal counts, daily attendance sheets, special meal accommodations/ milk substitutions (as needed), cycle menus, meal benefit application forms, and weekly infant meal records.
• Responsible for revising and printing new cycle menus two weeks before the 5th cycle menu ends and submits them to Head Cook for revision and approval.
• Supports to maintain accurate and up-to-date office files, records, and logs for assigned areas; develop, prepare, and monitor various CACFP files.
• Supports with submission of the CACFP Monthly meal reports by the 5th of every month to fiscal.
• Responsible for keeping the monthly CACFP Eligibility rosters up to date with changes for all EGE sites and supporting the operations Supervisor with the annual renewal process.
• Prepares communication to Admissions team of upcoming CACFP Meal Benefit Application forms that need to be renewed.
• Supports Operations Supervisor with…