Administrative Assistant - Temp

Job Title: Administrative Assistant – Temp Reports To: Administration, Director of Operations, TDC FLSA Classification: Non‑Exempt Employment Type: Part‑time Work Location: Martinez, CA (some travel required as needed) Pay Scale (Lab. Code 432.3): $16.90 – $20.00 per hour Definition Of Temporary Employment This position is classified as temporary. Temporary employees are hired for a limited duration, not to exceed six (6) months, and are not guaranteed continued or regular employment. Temporary status means: No promise or guarantee of conversion to a regular, part‑time, or full‑time position. Temporary employees may not be eligible for certain company benefits provided to regular employees. Employment remains at‑will, and either the employee or the company may end employment at any time, with or without cause or advance notice, subject to applicable law. Essential Job Duties and Responsibilities Prepare, scan, and digitize client files with a high degree of accuracy. Verify image quality, readability, and completeness of scanned documents. Accurately label and index files according to established naming conventions. Upload scanned files into the designated cloud storage system or software platform. Maintain confidentiality and follow data security protocols when handling sensitive client information. Shred and dispose of physical files once successful digital upload and verification are complete. Maintain an organized workflow to ensure timely processing of files. Report scanning or software issues to supervisor and assist in troubleshooting. Support related administrative tasks as assigned. Provide accurate information regarding agency policies, procedures, and general company operations to staff and the public. Notify supervisors of employee concerns, conflicts, or operational issues requiring management attention. Maintain thorough knowledge of agency policies, procedures, office systems, and software programs. Complete required agency trainings and professional development activities. Report suspected abuse, safety concerns, or unusual incidents to supervisors within required timeline and in accordance with agency policy. Perform additional duties and special projects as assigned by the Director of Operations, TDC, or COO. Provide job applications and general employment information to applicants and job seekers. Other Duties and Job Responsibilities Assist with emergency office coverage and operational support when needed. Support agency quality improvement initiatives and administrative projects. Participate in staff meetings, trainings, and organizational development activities. Qualifications and Requirements Education High school diploma or equivalent required. Additional coursework or training in office administration, business administration, or related fields preferred. Experience Minimum of two (2) years of clerical, receptionist, or administrative support experience preferred. Experience with office coordination, customer service, data entry, and multi‑line phone systems preferred. Knowledge, Skills, and Abilities Prior experience in document imaging, scanning, records management, or related administrative role preferred. Strong attention to detail and organizational skills. Basic proficiency in computer applications, including cloud‑based systems and file management software. Ability to handle confidential information with discretion. Reliable, punctual, and able to meet project deadlines. Strong customer service and interpersonal communication skills. Ability to communicate professionally and effectively both orally and in writing. Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities. Ability to maintain confidentiality and exercise professionalism when handling sensitive information. Ability to analyze situations, problem‑solve, and respond calmly under pressure. Ability to work collaboratively with employees, clients, vendors, and community organizations. Proficiency with office equipment, data entry, and computer software applications including Microsoft Office programs. Ability to maintain accurate records and documentation systems. Licenses and Certification Must be at least 18 years of age. Successful DOJ fingerprint clearance/background check required. Must provide documentation necessary to complete Form I‑9 verifying eligibility to work in the United States. Required Clearances and Pre‑Employment Conditions Criminal background clearance through DOJ and FBI Live Scan fingerprint screening, consistent with California’s Fair Chance Act. 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. 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. Mandated Reporter Status This position is a mandated reporter under California Welfare and Institutions Code 15630. The employee is legally obligated to report known, suspected, or alleged abuse, neglect, abandonment, abduction, isolation, or financial abuse of an elder or dependent adult immediately, or as soon as practicably possible, to the appropriate agency, with a written follow‑up report within two (2) working days. The employee must also fulfill all Special Incident Reporting (SIR) obligations to the Regional Center under Title 17 CCR 54327. Confidentiality The employee is required to maintain strict confidentiality of all client, employee, and inter‑agency information in accordance with HIPAA, the California Confidentiality of Medical Information Act (CMIA), the Lanterman Act, and Thrive Support Services, Inc. policies. Unauthorized disclosure of confidential information is grounds for discipline up to and including termination of employment, and may carry civil or criminal penalties. Tools and Equipment Used Tools Document scanner/copier – high‑speed or flat‑bed printer/scanner for imaging paper files. Computer/laptop. Document imaging/scanning software – e.g., Adobe Acrobat, Microsoft, or other company‑approved platforms. Cloud storage system or case management software – e.g., SharePoint, OneDrive, or client record systems. Paper shredder for secure destruction of physical records after successful scanning. General office equipment – printer/copier, telephone, and other standard administrative tools as needed. Technology Computers, laptops, email systems, Office 365 applications, and electronic filing systems. Human Resources systems, scheduling systems, and communication platforms. Physical Demands Maintain sustained concentration while handling multiple administrative tasks, phone calls, interruptions, and deadlines. Exercise sound judgment and professionalism while interacting with staff, clients, applicants, and community members. Adapt effectively to changing priorities, operational demands, and workplace needs. Maintain composure and professionalism during stressful or high‑volume work periods. Work Environment Work primarily in an office environment with moderate noise levels and frequent interaction with employees, clients, and visitors. Occasionally travel between agency locations or community sites as operationally required. Occasionally encounter stressful situations, confidential matters, or emotionally sensitive interactions while supporting agency operations. Workplace Safety and Incident Reporting All duties are performed in accordance with Thrive Support Services, Inc.’s Injury and Illness Prevention Program (IIPP) and Cal/OSHA requirements. Additional Workplace Safety Measures Use universal precautions and proper body mechanics at all times. Immediately report all employee injuries, accidents, near‑misses, and unsafe conditions to the supervisor and complete the documentation required for Workers’ Compensation. Complete Special Incident Reports (SIRs) and suspected abuse reports as required by Title 17 CCR and Welfare and Institutions Code 15630. Complete all Thrive‑required training, including harassment prevention training under Government Code 12950.1, within the timelines established by company policy and California law. Reasonable Accommodation Statement Thrive Support Services, Inc. will provide reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the job, unless doing so would impose an undue hardship on the operation of the business. Applicants and employees who require an accommodation should contact Human Resources to engage in a timely, good‑faith interactive process as required by the ADA and FEHA. Equal Employment Opportunity Statement Thrive Support Services, Inc. provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, religious creed, sex, gender, gender expression, sexual orientation, marital status, pregnancy, or any other characteristic protected by federal, state, or local law. At‑Will Employment Employment with Thrive Support Services, Inc. is at‑will. Neither the employee nor Thrive Support Services, Inc. may terminate the employment relationship at any time, with or without cause or notice, except as provided by law. No agreement or representation, other than the one signed by the Chief Executive Officer, may alter the at‑will nature of employment. #J-18808-Ljbffr Thrive Support Services, Inc.