Administrative Assistant/Receptionist

The Presidio Trust is seeking a Administrative Assistant / Receptionist who will support the Administration, IT and PMO Departments. Once an Army Base, the Presidio of San Francisco is now a new kind of national park. The 1,500-acre Presidio is richly layered in history, is a natural oasis for wildlife, plants, and people, and offers iconic views known around the world. In its third decade as a park, public awareness and enjoyment of this exceptional place continues grow.

As an Administrative Assistant you will provide a broad range of administrative and clerical support to the department heads, as well as manage the reception area, coordinating communications, preparing and organizing documents, and ensuring a welcoming atmosphere for all guests and staff members. The role demands a blend of professionalism, organizational skills, and the ability to manage multiple priorities, embodying the Trust’s commitment to excellence and service.

This is a full-time position with benefits and a starting pay range of $64,261 to $75,511, based in the SF Bay Area. The starting base salary is dependent on the experience and qualifications of the candidate. Applications received by June 14, 2024 will receive first consideration.

Responsibilities

• Serve as the primary point of contact at the front desk, greeting visitors, managing incoming calls, and providing a professional and positive experience for all who enter the Presidio Trust.
• Coordinate and manage various Department head calendars, including scheduling appointments, meetings, and coordinating travel arrangements, ensuring efficient time management and logistics.
• Compose, edit, and type correspondence and other documents, including e-mails, letters, agendas, meeting minutes, estimates, schedules, databases, spreadsheets, etc.
• Complete Travel Authorizations, Travel Questionnaires, and Travel Vouchers for employees within area of responsibility. Arrange and coordinate travel schedules and reservations as needed.
• Manage the various department team calendars and coordinate appointments and meetings, as well as managing the Trust Master Calendar.
• Process visa purchase requests and purchase orders through Oracle for necessary services and supplies for the Administration, IT, and PMO departments. Manage invoice approvals and reconcile visa card statements with the Accounting Department.
• Act as timekeeper for the assigned departments managing timesheets on a bi-weekly basis, addressing payroll queries, and liaising with Human Resources on timekeeping issues. Serve as back-up timekeeper and act as liaison between offices.
• Assist in budget preparation and financial management for the departments, providing accurate and timely financial reports and analyses.
• Organize and maintain comprehensive file systems, manage incoming and outgoing mail and deliveries, and keep the reception and common areas clean and welcoming.
• Offer administrative support across departments as needed, including document preparation, filing, data entry, and assisting in emergency preparedness and response protocols.
• Support administration of policies, process, and procedures, including review, format and upload updated departmental policies according to scheduled timetables.
• Provide monthly reporting support (coordination, meetings, publishing).
• Route incoming calls and correspondence to all appropriate parties.
• Provide back-up help for other administrative staff, assist department supervisors, provide project/logistics support, and stay informed on issues and projects within the work unit served.
• Other duties as assigned.

Required Qualifications

• Requires three years as an Administrative Assistant, or an associate degree or equivalent from a two-year college or technical school;
• Proficiency in MS Office Suite: Word, Excel, Outlook, and PowerPoint; SharePoint.
• Knowledge of Oracle software and ability to extract reports from Oracle for project information and purchasing;
• Demonstrated ability to manage budgets and meet financial reporting requirements.
• A strong customer service orientation and excellent verbal and written communication skills.
• Must have ability to take the initiative and work independently; be flexible and multi-task effectively; respond to common inquiries; add, subtract, multiply, and divide in all units of measure, using whole numbers and decimals, and compute rate and percentages;
• Read and interpret documents such as procedure manuals, safety rules, and operating instructions for computers and other office equipment;
• Read, analyze, and interpret general business periodicals, professional journals, and government regulations;
• Search for, assemble, and summarize information as required from files and documents as requested by or in anticipation of the needs of the supervisor;
• Write routine reports and correspondence; solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists;
• Present information to top management; and make decisions concerning how and what needs to be done based on an understanding of the interrelationships between organizations, people, and issues involved.

About the Trust Operations Division

The Trust Operations Division supports both internal and external customers. The division’s purpose is to enhance the process efficiency of the organization, provide critical support services that make working at the Trust easier, and sustain strong relationships with employees, the public, and key stakeholders.  The division includes the Administration and Contracting Department, the Project Management Office (PMO) and the Marketing and Communications Department.

Background Check

The Presidio Trust has identified this position as subject to an employment background check which shall consist of a review of applicable county, state and Federal criminal and civil records, state bankruptcy indexes, driver’s license. An individual’s granting of a background investigation and resulting report is voluntary. However, employment in this sensitive position is contingent upon the successful completion of an employment background check. The Presidio Trust may refuse to hire an individual, may rescind an offer of employment to an individual, or may review and terminate the employment of a current employee not successfully completing the background check.

The Presidio Trust is an equal opportunity employer, offering a competitive benefits package. To apply, download the employment application from our website at www.presidio.gov/about/presidio-trust/careers and submit your application to our email address listed on our website.