Administrative Specialist (Must Be Bilingual in Spanish)

Job Description

Job Description

Join Our Administrative Team at Total Education Solutions!

Location: Alhambra, CA | Schedule: Full-time (40 hours/week) |  Pay Range: $19.25 – $24.76/hr*
(*Based on experience, education, credentials, and language use.)

Be part of an intentional, mission-driven organization that supports pediatric therapists and educators making a difference every day!

As an Administrative Specialist , you’ll play a key role in keeping our teams organized and running smoothly so they can focus on helping individuals of all abilities learn and thrive. Come join our office administrative team at Total Education Solutions where you will be a part of an exciting, collaborative, pediatric clinic environment based in our Alhambra Clinic. This is a full-time 40-hour week position.

Key Responsibilities:

• Support Our Clinicians & Educators: Be the go-to administrative partner for our therapy and education teams—helping them stay organized, prepared, and focused on delivering amazing care.
• Coordinate Schedules: Manage and update staff and client schedules, ensuring therapy sessions and school programs run efficiently and seamlessly.
• Communicate with Families & Schools: Professionally handle calls, emails, and inquiries—offering friendly, knowledgeable support to parents, caregivers, and school partners.
• Handle Documentation & Compliance: Assist with collecting, uploading, and tracking reports, forms, and documents to keep all electronic files accurate and up to date.
• Streamline Processes: Identify opportunities to improve efficiency, organization, and communication within the team and office operations.
• Collaborate with Office & Leadership Teams: Work closely with business support manager, program coordinators, and therapists to ensure client care and team needs are supported daily.
• Support Reporting, Payroll & Audits: Assist with payroll processes by reviewing timesheets, confirming session data, and verifying documentation to support compliance reviews.
• Be the Heart of the Office: Create a welcoming, organized, and upbeat environment where both staff and families feel supported and valued.

What You’ll Bring

• Associate’s degree
• 2–3 years of admin experience in education, medical, or therapy settings
• Strong multitasking, organization, and communication skills
• Ability to travel between sites (valid driver’s license + insurance required)
• Background clearance and valid TB test

Why You’ll Love Working With Us:

• Be part of a passionate, purpose-driven team making a difference for children across Los Angeles.
• Grow your career in healthcare or education administration with hands-on experience and mentorship.
• Enjoy a collaborative, positive, and family-oriented work culture.
• Competitive pay, benefits, and opportunities for advancement.
• Supportive, mission-driven leadership team.
• Health, dental, and vision insurance.
• Generous PTO: up to 2 weeks vacation, 13 holidays, and 5 sick days.
• Retirement plan + flexible spending accounts.

At TES, you won’t just have a job — you’ll have a purpose. Come grow with us and help make a difference in the lives of others!

About TES :

Total Education Solutions (TES) is a female-owned organization led by experienced educators and clinicians who are passionate about creating opportunities for individuals of all abilities. We empower children and adults through customized education and therapeutic services designed to help each person reach their fullest potential. Join our mission-driven team and make a meaningful difference in the lives of those we serve every day!

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