Administrative Assistant (Full-Time) [Lawrence L. Frank Center]

AbilityFirst•Pasadena, CA

just now•$24 - $27•Onsite

About The Position

The Administrative Assistant plays a central administrative and operational role at the program site. This position is responsible for ensuring efficient front-office operations, coordinating communication, supporting regulatory and keeping employee files up to date, and assisting with financial reporting. The Administrative Assistant also supports facility needs, manages program documentation, and plays a key role in welcoming families, volunteers, and staff.

Requirements

A High School diploma or equivalent is required.
Strong organizational and computer skills including Microsoft Office is required.
Must be detail-oriented and able to maintain accurate documentation is required.
Strong written and verbal communication skills is required.
Must be able to provide physical assistance including lifting or transferring participants if needed in program ratio is required.
Strong written and verbal communication skills is required
Ability to work effectively with people of diverse races, ethnicities, and sexual orientations in a multicultural environment is required.
Must be able to work evenings/weekends as needed.
Ability to obtain First Aid/CPR certification and clear background check (LiveScan).
Successful completion of background (LiveScan) check.

Nice To Haves

1-2 years of experience as an administrative assistant, office coordinator, office manager, or any similar related job title is preferred.
Experience supporting individuals with disabilities is is preferred.
Valid Driver’s License is preferred

Responsibilities

Answer phones and guide volunteers on call protocols and program information
Process and check the mail
Schedule and set up meetings, intakes, and interviews using team calendars
Prepare meeting materials (agendas, coffee/snacks, copies, notes, etc.)
Lead tours for prospective families and community partners
Manage sign-ups and logistics for special events and holiday activities
Maintain staff and participant files, ensuring compliance with regional center and community care licensing requirements.
Maintain swimmer files, where applicable.
Track and ensure staff certifications and trainings are current
Upload training records and maintain personnel files
Assist Program Director with administrative functions related to hiring and the onboarding process for new hires
Order and organize office, housekeeping, and program supplies
Maintain and track merchandise inventory (e.g., program shirts)
Coordinate with landscaping and housekeeping contractors; report issues to Facilities Director
Submit work orders and communicate facility concerns to appropriate parties
Assist with annual licensing paperwork and audits
Maintain organized licensing records and documents
Prepare for and assist during regulatory visits
Support lead testing (in community centers with licensed afterschool programs only), annual fire safety checks, and health department visits, including documentation
Review participant records in ProCare, including care needs and support plans
Assist in ProCare data entry, annual paperwork uploads, and POS review
Step into ratio supervision as needed, but not on a regular basis
Accept and track program funds and donations per cash handling policy (cash, check, credit card)
Issue receipts and create transmittals for accounting
Handle bank deposits and use check reader for payments
Manage and reconcile petty cash, submit check requests as directed
Cash handling and transmittals for special events
Uphold our commitment as a Mandated Reporter, ensuring the safety and well-being of all participants.
Complete all required staff training assigned each quarter.
Other duties and responsibilities as assigned to support the mission of the program and organization.