Administrative Assistant - Temp

Thrive Support Services•Martinez, CA

2d•Onsite

About The Position

The Temporary Administrative Support Specialist provides short-term support to the Administration Department, assisting primarily with document imaging, records management, and related administrative tasks. Responsibilities include scanning, organizing, uploading, and maintaining secure digital records in compliance with company procedures. This is a temporary assignment not to exceed six (6) months. Definition of Temporary Employment: This position is classified as temporary. Temporary employees are hired for a limited duration, not to exceed six months, and are not guaranteed continued or regular employment. Temporary status means: There is no promise or guarantee of conversion to a regular, part-time, or full-time position. Temporary employees may not be eligible for certain company benefits provided to regular employees. Employment remains at-will, and either the employee or the company may end employment at any time, with or without cause or advance notice, subject to applicable law.

Requirements

High school diploma or equivalent required.
Must be at least 18 years of age.
Successful DOJ fingerprint clearance/background check required.
Must provide documentation necessary to complete Form I-9 verifying eligibility to work in the United States.
Criminal background clearance through Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) Live Scan fingerprint screening, consistent with California's Fair Chance Act (Gov. Code §12952).
Tuberculosis (TB) clearance documentation as required for direct-service roles.
Completion of Form I-9 with documentation establishing identity and authorization to work in the United States.
Signed acknowledgment of mandated reporter obligations under Welfare and Institutions Code §15630, in accordance with §15659.
Maintain sustained concentration while handling multiple administrative tasks, phone calls, interruptions, and deadlines.
Exercise sound judgment and professionalism while interacting with staff, clients, applicants, and community members.
Adapt effectively to changing priorities, operational demands, and workplace needs.
Maintain composure and professionalism during stressful or high-volume work periods.
Use Universal Precautions and proper body mechanics at all times.
Immediately report all employee injuries, accidents, near-misses, and unsafe conditions to their supervisor and complete the documentation required for Workers' Compensation.
Complete Special Incident Reports (SIRs) and Suspected Abuse Reports as required by Title 17 CCR and Welfare and Institutions Code §15630.
Complete all Thrive-required training, including harassment prevention training under Government Code §12950.1, within the timelines established by company policy and California law.

Nice To Haves

Additional coursework or training in office administration, business administration, or related fields preferred.
Minimum of two (2) years of clerical, receptionist, or administrative support experience preferred.
Experience with office coordination, customer service, data entry, and multi-line phone systems preferred.
Prior experience in document imaging, scanning, records management, or related administrative role preferred.
Basic proficiency in computer applications, including cloud-based systems and file management software.
Ability to handle confidential information with discretion.
Reliable, punctual, and able to meet project deadlines.
Strong customer service and interpersonal communication skills.
Ability to communicate professionally and effectively both orally and in writing.
Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
Ability to maintain confidentiality and exercise professionalism when handling sensitive information.
Ability to analyze situations, problem-solve, and respond calmly under pressure.
Ability to work collaboratively with employees, clients, vendors, and community organizations.
Proficiency with office equipment, data entry, and computer software applications including Microsoft Office programs.
Ability to maintain accurate records and documentation systems.

Responsibilities

Prepare, scan, and digitize client files with a high degree of accuracy.
Verify image quality, readability, and completeness of scanned documents.
Accurately label and index files according to established naming conventions.
Upload scanned files into the designated cloud storage system or software platform.
Maintain confidentiality and follow data security protocols when handling sensitive client information.
Shred and dispose of physical files once successful digital upload and verification are complete.
Maintain an organized workflow to ensure timely processing of files.
Report scanning or software issues to supervisor and assist in troubleshooting.
Support related administrative tasks as assigned.
Provide accurate information regarding agency policies, procedures, and general company operations to staff and the public.
Notify supervisors of employee concerns, conflicts, or operational issues requiring management attention.
Maintain thorough knowledge of agency policies, procedures, office systems, and software programs.
Complete required agency trainings and professional development activities.
Report suspected abuse, safety concerns, or unusual incidents to supervisors within required timeline and in accordance with agency policy.
Maintain confidentiality regarding client information, personnel matters, and inter-agency communications.
Perform additional duties and special projects as assigned by the Director of Operations, TDC or COO.
Provide job applications and general employment information to applicants and job seekers.
Assist with emergency office coverage and operational support when needed.
Support agency quality improvement initiatives and administrative projects.
Participate in staff meetings, trainings, and organizational development activities.
Other duties as assigned.