Administrative Assistant

Pace Solano•Benicia, CA

About The Position

The Administrative Assistant maintains databases, file systems, attendance records, financial ledgers, and agency documentation for program participants, personnel, and other agency requirements. The role supports the Program Manager with invoicing, licensing requirements, petty cash, office supplies, equipment, and staff application processing. It also involves telephone coverage, communication with participants and agency partners, and assisting participants during program activities and personal care as needed. The position pays $22.50 per hour and is scheduled for six hours per day, five days per week, Monday through Friday.

Requirements

Must be at least 21 years old.
Valid California driver’s license, acceptable DMV printout, and proof of car insurance required.
Must pass clerical testing with a score of 80% or better. Testing includes creating Excel spreadsheets with formulas and verifying calculations, composing documents with correct grammar, punctuation, and spelling, and basic math.
Must pass a pre-placement physical, including drug screening, breath alcohol testing, T.B. testing, a back evaluation, and fingerprint clearance.
At least 3 years of general office experience.
Ability to use standard office equipment, including a 10-key calculator and a Windows computer.
Experience using Microsoft Office applications and programs, including Word, Excel, and Outlook, as well as database formats, the internet, and email.
Ability to lift, transfer, push, pull, bend, turn, and pivot up to 38 pounds occasionally while assisting participants with personal care needs.
Ability to sustain a forward bend occasionally while filing and while assisting participants with assembly tasks, tabletop activities, and eating lunch.

Nice To Haves

Relational database experience, such as FileMaker Pro or Microsoft Access.

Responsibilities

Maintain computer databases and file systems for program participants, personnel, and other agency requirements.
Type, file, and distribute agency documents, including client payroll, daily records, incident reports, service plans, intake packets, care plans, critical information updates, consent forms, notices, and staff meeting notes.
Maintain accurate daily attendance records using Excel spreadsheets.
Prepare accurate invoices and supporting documentation for monthly submission to NBRC and the Main Office.
Answer telephone calls and record and relay messages to supervisors, staff, and other agency personnel.
Assist with staff applications by completing application packets and copying appropriate documents.
Maintain positive communication with program participants, home providers, supervisors, coworkers, referral agencies, and the community.
Disseminate appropriate information to site management.
Maintain money ledgers in accordance with licensing requirements and Pace Solano policies.
Maintain and process petty cash with Program Manager approval and in accordance with agency procedures.
Assist the Program Manager with licensing requirements, including reports, participant and personnel files, and required postings.
Order and maintain office supplies with Program Manager approval and ensure office equipment operates appropriately.
Attend mandatory trainings, staff meetings, and staff trainings, which may occur after typical scheduled work hours.
Assist program participants during classroom activities, lunch, transition time, and other activities as needed.
Maintain a professional and respectful attitude toward participants, coworkers, supervisors, and work assignments.
Report suspected abuse in accordance with mandated reporter regulations and procedures.
Follow agency policies and safety procedures on an ongoing basis.
Perform other related duties as assigned.