Administrative Assistant

Pace Solano•Benicia, CA

12h

About The Position

The Administrative Assistant maintains program, personnel, and agency records and databases; prepares, files, and distributes documents; maintains accurate attendance records and prepares monthly invoices. The role handles telephone messages, supports staff applications, communicates with individuals attending the program and other stakeholders, and provides information to site management. With Program Manager approval, the position maintains money ledgers and petty cash, supports compliance with licensing requirements, and orders office supplies. The Administrative Assistant also assists individuals during program activities and personal care, attends required trainings and meetings, reports suspected abuse in accordance with mandated reporter procedures, and follows agency policies and safety procedures. The position is scheduled for six hours per day, five days per week, Monday through Friday, at $22.50 per hour.

Requirements

Must be at least 21 years old.
Must have a valid California driver's license, an acceptable DMV printout, and proof of car insurance.
Must pass clerical testing with a score of 80% or better. The test covers creating Excel spreadsheets with formulas and verifying calculations, document composition with correct grammar, punctuation, and spelling, and basic math.
Must pass a pre-placement physical that includes drug screening, breath alcohol testing, a TB test, 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.
Ability to use 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 individuals with personal care needs.
Ability to sustain an occasional forward bend while filing and while assisting program 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, plans, intake packets, care plans, form updates, notices, and meeting notes.
Maintain accurate daily attendance records on Excel spreadsheets.
Prepare accurate invoices and supporting documentation for monthly submission to NBRC and the Main Office.
Answer telephones and record and relay messages to supervisors, staff, and other agency personnel.
Assist with the staff application process, including completing application packets and copying appropriate documents.
Maintain positive communication with program participants, home-providers, supervisors, co-workers, referral agencies, and the community; disseminate appropriate information to site management.
Maintain money ledgers according to Licensing and Pace Solano policies; maintain and process petty cash with Program Manager approval and according to agency procedures.
Assist the Program Manager with Licensing requirements, including reports, participant and personnel file systems, and 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.
Display a professional and respectful attitude toward program participants, co-workers, supervisors, and 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.