Administrative Assistant (Part-Time, Non-Exempt)

Position Summary

The Administrative Assistant provides part-time administrative and clerical support to support the daily operations of ACCCA. This position reports directly to the Executive Director and assists the staff team with membership services, financial record support, clerical communications and digital administrative tasks, meeting coordination, and event preparation.

The ideal candidate is highly organized, detail-oriented, and collaborative, with experience in administrative support in a nonprofit, association, or higher education environment.

This is a part-time, hourly, non-exempt position scheduled for 24–30 hours per week, based on operational needs.

Work Location

Work is performed at the ACCCA office in Sacramento, with regular coordination with remote staff via phone, email, and virtual platforms.

Essential Duties and Responsibilities

Duties include, but are not limited to:

Administrative Support

• Calendar coordination and scheduling
• Email and correspondence management
• Preparing, editing, and formatting documents using Microsoft Office and Google Workspace
• Responding to routine member and public inquiries
• Preparing outgoing mail and packages
• Ordering and maintaining office supplies
• Providing logistical support for meetings and webinars (Zoom)

Membership & Database Support

• Data entry and maintenance of membership records
• Generating reports as requested
• Assisting with membership communications and record accuracy
• Formatting and preparing newsletters, announcements, and member communications for distribution
• Maintaining contact lists and distribution groups

Financial Record Support

• Assisting with data entry into QuickBooks as directed
• Maintaining Excel tracking spreadsheets for transactions
• Preparing documentation to support payment processing

Meetings & Events Support

• Assisting with registration processing and recordkeeping
• Preparing meeting materials and agendas
• Taking and distributing meeting minutes as assigned
• Providing staff support during online events and webinars
• Assisting with webinar and virtual event logistics, including setup support, registration links, and post-event communication

General Office Support

• Answering phones and routing calls
• Receiving and distributing correspondence
• Supporting day-to-day office operations as assigned

Minimum Qualifications

Any combination equivalent to:

• Associate degree or coursework in business, office administration, or communications
• Two (2) years of administrative or clerical support experience in a nonprofit, association, or educational setting
• Proficiency using Microsoft Office Suite programs including Word, Excel, Powerpoint programs and knowledge of Google Workspace, and Quickbooks is desired. Canva, Adobe and other project management tools are considered essential tools.
• Strong written and verbal communication skills

Knowledge, Skills, and Abilities

Knowledge of:

• Office procedures and recordkeeping practices
• Professional business communication
• Basic bookkeeping and data entry practices
• Digital communication and scheduling tools
• Virtual meeting platforms

Ability to:

• Manage multiple assignments and deadlines
• Communicate professionally with members, volunteers, and staff
• Follow written and verbal instructions
• Maintain accurate records
• Work independently under supervision
• Establish effective working relationships
• Learn and apply new digital tools and platforms as needed

Employment Requirements

• Valid California driver’s license and reliable transportation for occasional work-related errands
• Ability to work the scheduled weekly hours as assigned by the supervisor
• Submission of accurate weekly timesheets

Work Schedule, Compensation, and Classification

• Non-exempt, hourly position
• Scheduled 24–30 hours per week based on workload
• Starting rate: $20.00/hour
• Increase to $22.00/hour upon successful completion of introductory period
• Paid parking for job-related duties
• Monthly prorated technology stipend

This position is eligible for legally required meal and rest breaks in accordance with California law.

Introductory Period

This position includes a 180-day introductory period to support training and onboarding. Successful completion of this period does not alter the at-will nature of employment.

Professional Conduct

Employees are expected to maintain professional conduct, communication, and appearance appropriate to a business environment when representing ACCCA in person or virtually.

Performance and Accountability

Performance is evaluated based on:

• Accuracy and timeliness of work
• Reliability in attendance and schedule adherence
• Professional communication
• Ability to follow procedures and support organizational operations

Employment Status

Employment with ACCCA is at-will. Either the employee or ACCCA may terminate employment at any time, with or without cause, subject to applicable laws and ACCCA policies.

Equal Employment Opportunity

ACCCA complies with all applicable federal and California laws prohibiting discrimination. ACCCA provides equal employment opportunity to all applicants and employees without regard to race, color, religion, creed, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, age, disability, medical condition, genetic information, military or veteran status, or any other status protected by law.

Organizational Overview

The Association of California Community College Administrators is a 501(c)(6) nonprofit organization established in 1987 to support and advocate for California community college administrators through professional development, networking, and advocacy.

ACCCA operates with a small professional staff and a large network of volunteer leaders and members throughout the state.

Pay: $20.00 - $22.00 per hour

Work Location: In person