Administrative Assistant (Bi-Lingual: English / Spanish)

Thrive Support Services, Inc.•Martinez, CA

1d•$22 - $26•Onsite

About The Position

Thrive Support Services, Inc. is seeking a full-time, bilingual English/Spanish Administrative Assistant to provide central administrative support from its Martinez office. The position runs the front office, maintains company records, documents, calendars, and supplies, and provides day-to-day administrative support to the Director of Operations and Administration, Chief Executive Officer, HR & Talent Manager, and program leadership. The role follows established procedures and refers decisions to the appropriate manager; it does not approve expenditures, make hiring or personnel decisions, or set company policy. The position is non-exempt and paid hourly. It is based at the office at 900 Court Street, Martinez, California, with occasional local errands and travel to the Santa Cruz office or Regional Center sites. Work is primarily in an office environment, with frequent interaction with employees, clients, families, applicants, vendors, and visitors. Elective work-from-home does not apply to this position. The Administrative Assistant must maintain strict confidentiality, fulfill mandated reporter and Special Incident Reporting obligations, complete required agency trainings, and follow workplace safety and incident-reporting procedures. Offers are contingent on applicable pre-employment clearances and documentation. Reasonable accommodations are available as required by law.

Requirements

High school diploma or equivalent.
At least two years of administrative, office support, or receptionist experience.
Fluency in spoken English and Spanish.
Proficiency with Microsoft 365, including Word, Excel, Outlook, Teams, SharePoint, and OneDrive.
Strong attention to detail, accurate data-entry skills, and organized records-management skills.
Ability to handle confidential client and personnel information with discretion.
Strong written and interpersonal communication skills and a professional front-desk presence.
Ability to prioritize multiple tasks, manage interruptions, and meet deadlines.
Ability to follow established procedures and recognize when a matter must be referred to a manager.
At least 18 years of age.
Valid California driver's license, acceptable DMV printout, current vehicle registration, and a reliable vehicle available during work hours.
Automobile insurance meeting Thrive's required limits of 100/300/50.
Successful completion of required pre-employment clearances and conditions, including DOJ and FBI Live Scan background screening, required TB clearance documentation, Form I-9 verification, and acknowledgment of mandated reporter obligations.
Ability to meet the position's physical and mental demands, with reasonable accommodation where applicable, including extended periods sitting at a desk and computer, regular use of office equipment, and occasional lifting or moving of up to 25 pounds.
Fulfill mandated reporter obligations and required Special Incident Reporting obligations.

Nice To Haves

Associate degree or coursework in office or business administration.
Experience in human services, healthcare, a Regional Center-vendored organization, or another confidential-records environment.
Familiarity with SetWORKS, Relias, or comparable systems.
Bilingual English/Spanish or ASL preferred; the posting also states English/Spanish fluency is required.

Responsibilities

Staff the Martinez office front desk during business hours, greet visitors professionally, answer and route calls, take messages, and direct inquiries to the appropriate program or manager.
Receive, sort, log, and distribute mail and deliveries, and prepare outgoing mail and shipments.
Provide job applications and general employment information to applicants and direct employment questions to the HR & Talent Manager.
Maintain office and program supplies within the established budget and prepare purchase requests for approval.
Coordinate with building, janitorial, telephone, and equipment vendors; schedule service visits and report facility or equipment problems.
Maintain conference room and wellness room schedules and prepare rooms for meetings and trainings.
Maintain company device inventory, record device issuance and returns, and coordinate retrieval at separation with the Technology Champion.
Maintain office keys, access codes, and visitor logs in accordance with the Office Security Policy.
Schedule meetings for the CEO and Director of Operations and Administration and prepare meeting materials.
Prepare agendas, take and distribute minutes for department-head and management meetings, and track action items.
Draft routine correspondence; format and proofread letters, memoranda, policies, forms, and presentations.
Coordinate logistics for all-staff meetings, trainings, and client events, including interpreter or captioning requests when needed.
Maintain the electronic filing structure in SharePoint/OneDrive using company naming conventions and version control.
Scan, index, upload, and verify paper records, and securely shred originals only after verified upload.
Maintain the current policy, form, and job-description library and track employee policy acknowledgments.
Assemble documentation for Regional Center and DDS reviews, quality assurance audits, the annual independent financial audit, and vendorization applications under the responsible manager's direction.
Schedule interviews, send applicant correspondence, and coordinate with the outside recruiter as directed.
Prepare new-hire packets, check onboarding paperwork for completeness, and schedule Live Scan, TB screening, CPR/First Aid, and DMV record checks.
Track credential and certification expiration dates and send renewal reminders.
File personnel documents, keep I-9 forms and medical information in separate confidential files, and access sensitive personnel records only when specifically authorized by the HR & Talent Manager.
Receive and log expense and mileage forms, check them for completeness and receipts, and route them to the designated approver and Payroll; do not approve reimbursements.
Enter administrative data in SetWORKS and other company systems and produce standard reports as directed.
Maintain contact lists for Regional Centers, service coordinators, vendors, and community partners.
Maintain confidentiality regarding client information, personnel matters, and inter-agency communications.
Report suspected abuse, safety concerns, and unusual incidents within required timelines; complete required Special Incident Reports and suspected abuse reports.
Complete required agency trainings and follow workplace safety procedures, including Universal Precautions and proper body mechanics.
Provide emergency office coverage and operational support, support quality improvement initiatives and administrative projects, and perform other assigned duties.