Administrative Assistant - Rafiki Coalition in San Francisco, California at Rafiki Coalition

Position Title: Administrative Assistant - Rafiki Coalition

Location: San Francisco, CA Category: Office and Administrative Support Job Type: Full-time Non-Exempt Posted On: Fri May 15 2026 Job Description:

SUMMARY

The Administrative Assistant performs a wide range of administrative and operational support activities for the agency's Human Resources and Finance functions. Under the supervision of the Controller and in coordination with HR leadership, this role supports recruitment and onboarding logistics, personnel file maintenance, benefits and payroll administration support, timekeeping and allocations, vendor invoice processing, and routine HR/Finance reporting. The Administrative Assistant helps ensure timely, accurate, and confidential handling of employee and financial information while supporting compliance with applicable federal, state, and local requirements.

The scope of the work for this position includes these key categories:

(1) Human Resources administrative support (recruitment, onboarding, records, compliance)

(2) Benefits administration support

(3) Payroll and timekeeping administrative support

(4) Accounts Payable processing

Essential Duties:

Human Resources

• Assist with a smooth flow of documents used to prepare monthly HR billing, i.e., Job postings, training subscriptions
• Attend and articulate all Human Resource issues and concerns at monthly agency all-staff meetings
• Assist on all workers compensation audits
• Send bi-monthly notices to employee regarding timesheets due date
• Coordinate the timely processing of employee changes to payroll records per Employee Action Form
• Coordinate and facilitate recruitment of new employees
• Facilitate the preparing and processing of employment paperwork for new employees
• Coordinate and prepare documentation for new personnel fringe benefits (i.e., medical, dental, vision, life insurance, etc.)
• Assist with ensuring agency compliance with federal, state, and local labor laws
• Maintenance and updating of all employee personnel files
• Respond to inquiries from federal, state, and local agencies as directed by the Human Resources Manager
• Miscellaneous task as assigned in conjunction with Human Resources day-to-day operations and information management

Finance

• Review invoices for completeness and accuracy; route for approval and prepare vouchers/supporting documentation for payment processing
• Maintain organized electronic and hard-copy files for invoices, contracts, W-9s, and other finance documentation in accordance with retention requirements
• Support accounts payable and expense processing by tracking due dates, following up on missing documentation, and reconciling supporting materials
• Assist with monthly close preparation tasks, including pulling reports, organizing backup, and supporting schedules as assigned
• Support contract/grant billing and earned revenue reporting by ensuring timesheets and allocation templates are accurate and submitted on time
• Coordinate vendor setup and updates (e.g., contact information, remittance details) and assist with responding to audit requests as directed

Job Requirements:

Required qualifications and experience:

• High School Diploma
• 3+ years of administrative experience supporting Finance or HR functions (nonprofit or public sector preferred)
• Experience with payroll processing systems (ADP Workforce Now preferred) and timekeeping processes
• Working knowledge of accounts payable processes, expense documentation, and basic bookkeeping concepts
• Proficiency with Microsoft Office (especially Excel) and comfort working with databases/HRIS and accounting software (e.g., QuickBooks Online)
• Excellent attention to detail, data review skills, and ability to meet deadlines in a high-volume environment
• Demonstrated integrity and sound judgment when handling sensitive and confidential information
• Strong written and verbal communication skills; ability to work independently, show initiative, and collaborate across teams
• Demonstrates ability to operate with the utmost degree of integrity, confidentiality and commitment to quality

Additional Information:

Reports To: Finance Controller

Location: San Francisco, CA FLSA Status: Non-Exempt

Pay Rate: $32.00 to $35.00

Employment Type: Full-Time, 40 hours per week,