Administrative Assistant

Thrive Support Services, Inc.•Martinez, CA

4d•$22 - $26•Onsite

About The Position

The Administrative Assistant is the central administrative support position for Thrive Support Services, Inc. Working from the Martinez office, the Administrative Assistant runs the front office, keeps the company's records, documents, and calendars organized, and gives day-to-day administrative support to the Director of Operations and Administration, the Chief Executive Officer, the HR & Talent Manager, and program leadership. The Administrative Assistant follows established procedures and routes decisions to the appropriate manager; the position does not approve expenditures, make hiring or personnel decisions, or set company policy.

Requirements

High school diploma or equivalent required.
Minimum of two (2) years of administrative, office support, or receptionist experience required.
Proficiency with Microsoft 365, including Word, Excel, Outlook, Teams, SharePoint, and OneDrive.
Strong attention to detail, accurate data entry, and organized records management.
Ability to handle confidential client and personnel information with discretion.
Strong written and interpersonal communication skills and 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.
Must be 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 (100/300/50).
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.
If the position requires driving on Thrive business: a valid California driver's license, current DMV printout reflecting an acceptable driving record, current vehicle registration, and personal automobile insurance meeting Thrive's minimum coverage requirements.

Nice To Haves

Associate degree or coursework in office or business administration preferred.
Experience in a human services, healthcare, Regional Center-vendored, or other confidential-records environment preferred.
Familiarity with SetWORKS, Relias, or comparable systems preferred.
Bilingual English/Spanish or ASL preferred.

Responsibilities

Staff the Martinez office front desk during business hours; greet visitors, clients, families, applicants, and vendors professionally and in keeping with Thrive's confidentiality standards.
Answer and route incoming calls on the main line, take accurate messages, and direct inquiries to the correct program or manager.
Receive, sort, log, and distribute mail and deliveries; prepare and send 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 budget set by the Director of Operations and Administration; prepare purchase requests for approval.
Coordinate with building, janitorial, telephone, and equipment vendors; schedule service visits and report facility or equipment problems.
Maintain the conference room and wellness room schedules and set up rooms for meetings and trainings.
Maintain the company device inventory (phones, laptops, iPads, hotspots, and SLS household devices), record issuance and return, and coordinate device retrieval at separation, in coordination with the Technology Champion.
Maintain office keys, access codes, and visitor logs consistent with the Office Security Policy (HR-SEC-001).
Schedule meetings for the Chief Executive Officer and the Director of Operations and Administration in accordance with their scheduling rules; prepare meeting materials.
Prepare agendas, take and distribute minutes for department-head and management meetings, and track action items.
Draft routine correspondence; format letters, memoranda, policies, forms, and presentations to Thrive's standard templates; proofread documents.
Coordinate logistics for all-staff meetings, trainings, and client events, including interpreter or captioning requests when needed.
Maintain the company's electronic filing structure in SharePoint/OneDrive using Thrive's naming conventions and version control.
Scan, index, upload, and verify paper records; 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 requested for Regional Center and DDS reviews, quality assurance audits, the annual independent financial audit, and vendorization applications, under the direction of the responsible manager.
Schedule interviews and send applicant correspondence; 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, keeping I-9 forms and medical information in separate confidential files; access compensation, disciplinary, and investigation records only as specifically authorized by the HR & Talent Manager.
Receive and log expense and mileage forms under HR-EXP-001, check completeness and receipts, and route to the designated approver and Payroll. The Administrative Assistant does 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 regarding client information, personnel matters, and inter-agency communications.
Report suspected abuse, safety concerns, or unusual incidents to supervisors within required timelines.
Complete required agency trainings.
Provide emergency office coverage and operational support when needed.
Support quality improvement initiatives and administrative projects.
Perform additional duties and special projects as assigned by the Director of Operations and Administration or the Chief Executive Officer.