Administrative Assistant (Bi-Lingual: English / Spanish)

Thrive Support Services•Martinez, CA

22h•Onsite

About The Position

Thrive Support Services, Inc. is seeking a full-time, bilingual English/Spanish Administrative Assistant to work from its Martinez office. This is the central administrative support position, responsible for running the front office, organizing company records, documents, and calendars, and providing day-to-day administrative support to the Director of Operations and Administration, the Chief Executive Officer, the HR & Talent Manager, and program leadership. The role follows established procedures and routes 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 900 Court Street, Martinez, California, with occasional local errands and occasional travel to the Santa Cruz office or Regional Center sites. The employee must record all time worked, and overtime must be pre-authorized; all overtime worked is paid. Work-from-home under the cited policy does not apply to this position. The employee handles confidential client, personnel, and inter-agency information and is a mandated reporter under California law. Employment is contingent on the listed pre-employment clearances and documentation, including DOJ and FBI Live Scan screening, TB clearance where required, and Form I-9 completion. The role requires a valid California driver's license, an acceptable DMV record, current vehicle registration, and qualifying automobile insurance when driving on Thrive business. Thrive Support Services was founded in 2007 to help adults with developmental disabilities live in their chosen homes and communities, serving clients throughout Alameda and Contra Costa Counties.

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, 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 an issue must be referred to a manager.
At least 18 years of age.
When driving on Thrive business: valid California driver's license, acceptable DMV printout, current vehicle registration, reliable vehicle available during work hours, and automobile insurance meeting Thrive's 100/300/50 limits.
Successful completion of applicable pre-employment requirements, including DOJ and FBI Live Scan background screening, TB clearance as required for direct-service roles, Form I-9 documentation, and acknowledgment of mandated reporter obligations.
Sign acknowledgment of mandated reporter obligations and fulfill required reporting obligations, including Special Incident Reporting where applicable.
Maintain confidentiality in accordance with HIPAA, CMIA, the Lanterman Act, and company policies.
Ability to sit for extended periods and also stand, walk, bend, reach, and regularly operate office equipment and computers.
Ability to occasionally lift, carry, push, or move up to 25 pounds, with or without assistance.
Ability to safely operate a motor vehicle for occasional business-related tasks if required.
Ability to sustain concentration, handle interruptions and deadlines, exercise sound judgment, adapt to changing priorities, and remain composed during stressful or high-volume periods.

Nice To Haves

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

Responsibilities

Staff the Martinez office front desk during business hours, greet visitors, clients, families, applicants, and vendors, and uphold confidentiality standards.
Answer and route incoming calls, take accurate 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 refer 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 set up rooms for meetings and trainings.
Maintain 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 using company templates.
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 master library of current policies, forms, and job descriptions, 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, maintain separate confidential I-9 and medical files, and access sensitive employment records only when specifically authorized by the HR & Talent Manager.
Receive and log expense and mileage forms, check 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 pull standard reports as directed.
Maintain contact lists for Regional Centers, service coordinators, vendors, and community partners.
Maintain confidentiality; report suspected abuse, safety concerns, or unusual incidents within required timelines; and complete required agency trainings.
Provide emergency office coverage and operational support, support quality improvement initiatives and administrative projects, and perform additional assigned duties and special projects.
Record all time worked, including documentation, travel between assignments, training, and work communications; obtain advance authorization for overtime.
Follow workplace safety procedures, use Universal Precautions and proper body mechanics, report injuries and unsafe conditions, and complete required incident and abuse reports.