Administrative Assistant Jobs

About The Position

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.

Benefits

• comprehensive health coverage
• 403b with agency contribution
• vacation/sick time
• weekly meditation/mindfulness
• professional development opportunities