Front Desk Administrator, Independent Living Program

Side by Side•Oakland, CA

just now•$27 - $30

About The Position

The Front Desk Administrator role for the Independent Living Program will be the initial point of contact for youth, their families, volunteers, and community members. The role is essential in creating a positive, welcoming atmosphere and ensuring smooth operations at our center. The Front Desk Administrator will handle front desk responsibilities, provide administrative support, and assist with tasks related to our youth-focused programs. This position will also coordinate with the SBS Director of IT to provide IT support to all SBS employees.

Requirements

High School Diploma required.
Two years of experience in Administration in a comparable role.
Proficiency in Microsoft Office programs, particularly Word, Excel, and PowerPoint.
Proficiency in utilizing Internet, email and web-based programs.
Strong written and verbal communication skills.
Fulfillment of TB clearance, fingerprinting and state clearance, and any other mandatory state/federal requirements.
A valid California driver's license, dependable personal automobile for use on the job, insurable by SHS’ insurance policy based on DMV record and personal vehicle insurance.

Nice To Haves

Bachelor’s Degree preferred.
Bilingual in Spanish a plus.

Responsibilities

Provides receptionist, administrative, and clerical support to the Independent Living Program, including data entry, maintaining organized electronic and paper filing systems, and generating data reports.
Responsible for greeting visitors, answering the main phone line and taking/distributing messages. When away from their desk, is responsible for securing coverage
Distributes stipend checks to youth weekly, including managing the more complex process for out-of-county clients: receiving invoices for workshops attended outside Alameda County and processing them through the county to ensure timely payment to participants.
Manages, distributes and safeguards county transportation resources, including bus passes and Clipper cards, and performs monthly reconciliation by tracking distribution to clients, entering accurate reports into the county system.
Completes and submits the Alameda County Scorecard into the county system monthly, reporting on key performance indicators, client data, and youth engagement metrics.
Maintains office inventory efficiently, ensuring supplies are well-stocked, organized, and readily available for staff use.
Orders and maintain snack inventory to ensure food is readily available for youth drop-ins.
Orders restaurant delivery for weekly workshops and other events as needed.
Manages flyers in the front office, ensuring they are updated, replenished, and organized.
Provides backup support to the Intake Coordinator by assisting with eligibility checks for new and existing clients.
Responsible for maintaining all office equipment is kept in good working order.
Manages schedules of outside consultants who regularly work in our office on Calendar.
Supports staff by providing administrative tools for managing their documentation requirements i.e. Individual Tracking Form, flow charts, etc.
Assists in the on-boarding of new staff.
At time of a staff termination, coordinates with management as needed to collect equipment including keys.
Be aware of and provide adequate protection and safeguard for all confidential and sensitive information.
Responsible for ensuring office space looks nice and maintained in an orderly fashion.
Supports Program Manager and Director, ILP staff team, other employees of SBS and all stakeholder of ILP with all necessary coordination of time sensitive documents and other data collection requirements.
Maintains written records of procedures for assigned tasks, ensuring the team can provide support in their absence due to vacation or illness.
Other duties, as assigned.

Benefits

3 weeks of paid vacation for F/T employees increasing to 4 weeks of vacation after 2 years of service (for all non-school based employees).
2 weeks sick leave for F/T employees with 2 additional sick days for direct service staff
10 paid holidays per year and 1 Self-Care Anniversary Day each year
99% employer-paid Medical for F/T employees including platinum level Kaiser Permanente insurance, Sutter Health or Anthem options
Dental and Vision Insurance
Long Term Disability insurance up to $9,000 per month, plus $50,000 Life and AD&D insurance. Employees also have the option to purchase additional life insurance at their own cost.
403b Retirement Plan with match after one year of employment
Professional development and other learning opportunities including unlimited access to over 1,000 behavioral health courses online. Side By Side is a Public Service Loan Forgiveness certified employer
FREE Employee Assistance Program including up to 10 complimentary personal counseling sessions per problem, per year for staff and dependents
Employee recognition program with $500 bonus awards
Employee referral bonus of up to $1,000
Pet Insurance