Administrative Assistant

Administrative Assistant

The Administrative Assistant is the central administrative support position for Thrive Support Services, Inc. Working from the Martinez office, the Administrative Assistant runs the front office, keeps the company's records, documents, and calendars organized, and gives day-to-day administrative support to the Director of Operations and Administration, the Chief Executive Officer, the HR & Talent Manager, and program leadership. The Administrative Assistant follows established procedures and routes decisions to the appropriate manager; the position does not approve expenditures, make hiring or personnel decisions, or set company policy.

Essential Job Duties And Responsibilities

The following duties are the essential functions of this position. They are the fundamental job duties that the employee must be able to perform, with or without reasonable accommodation. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

Front Office And Reception - Staff the Martinez office front desk during business hours; greet visitors, clients, families, applicants, and vendors professionally and in keeping with Thrive's confidentiality standards.- Answer and route incoming calls on the main line, take accurate messages, and direct inquiries to the correct program or manager.- Receive, sort, log, and distribute mail and deliveries; prepare and send outgoing mail and shipments.- Provide job applications and general employment information to applicants and direct employment questions to the HR & Talent Manager.

Office Operations And Vendor Coordination - Maintain office and program supplies within the budget set by the Director of Operations and Administration; prepare purchase requests for approval.- Coordinate with building, janitorial, telephone, and equipment vendors; schedule service visits and report facility or equipment problems.- Maintain the conference room and wellness room schedules and set up rooms for meetings and trainings.- Maintain the company device inventory (phones, laptops, iPads, hotspots, and SLS household devices), record issuance and return, and coordinate device retrieval at separation, in coordination with the Technology Champion.- Maintain office keys, access codes, and visitor logs consistent with the Office Security Policy (HR-SEC-001).

Executive And Management Support - Schedule meetings for the Chief Executive Officer and the Director of Operations and Administration in accordance with their scheduling rules; prepare meeting materials.- Prepare agendas, take and distribute minutes for department-head and management meetings, and track action items.- Draft routine correspondence; format letters, memoranda, policies, forms, and presentations to Thrive's standard templates; proofread documents.- Coordinate logistics for all-staff meetings, trainings, and client events, including interpreter or captioning requests when needed.

Records And Document Management - Maintain the company's electronic filing structure in SharePoint/OneDrive using Thrive's naming conventions and version control.- Scan, index, upload, and verify paper records; securely shred originals only after verified upload.- Maintain the master library of current policies, forms, and job descriptions, and track employee policy acknowledgments.- Assemble documentation requested for Regional Center and DDS reviews, quality assurance audits, the annual independent financial audit, and vendorization applications, under the direction of the responsible manager.

HR Administrative Support (Work Direction From The HR & Talent Manager)- Schedule interviews and send applicant correspondence; coordinate with the outside recruiter as directed.- Prepare new-hire packets, check onboarding paperwork for completeness, and schedule Live Scan, TB screening, CPR/First Aid, and DMV record checks.- Track credential and certification expiration dates and send renewal reminders.- File personnel documents, keeping I-9 forms and medical information in separate confidential files; access compensation, disciplinary, and investigation records only as specifically authorized by the HR & Talent Manager.

Administrative Processing And Data Entry

- Receive and log expense and mileage forms under HR-EXP-001, check completeness and receipts, and route to the designated approver and Payroll. The Administrative Assistant does not approve reimbursements.- Enter administrative data in SetWORKS and other company systems and pull standard reports as directed.- Maintain contact lists for Regional Centers, service coordinators, vendors, and community partners.

General Responsibilities

- Maintain confidentiality regarding client information, personnel matters, and inter-agency communications.- Report suspected abuse, safety concerns, or unusual incidents to supervisors within required timelines.- Complete required agency trainings.

Other Duties And Responsibilities

- Provide emergency office coverage and operational support when needed.- Support quality improvement initiatives and administrative projects.- Perform additional duties and special projects as assigned by the Director of Operations and Administration or the Chief Executive Officer.

Other duties as assigned. The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Working Time And Classification

This position is classified as non-exempt and is paid hourly. The employee is entitled to overtime pay, meal periods, and rest periods as required by California law and Thrive policy, and must record all time worked - including documentation, travel between assignments, training, and work communications - in the company timekeeping system. All work must be performed on the clock. Overtime must be pre-authorized under the Overtime Policy (HR-OT-001); all overtime worked is paid. The employee is not expected to monitor or respond to work communications outside scheduled hours unless directed by the supervisor, in which case that time is recorded and paid. Elective work-from-home under HR-WFH-001 is limited to exempt staff and does not apply to this position.

Qualifications And Requirements

Education - High school diploma or equivalent required.- Associate degree or coursework in office or business administration preferred.

Experience - Minimum of two (2) years of administrative, office support, or receptionist experience required.- Experience in a human services, healthcare, Regional Center-vendored, or other confidential-records environment preferred.

Knowledge, Skills, And Abilities - Proficiency with Microsoft 365, including Word, Excel, Outlook, Teams, SharePoint, and OneDrive.- Familiarity with SetWORKS, Relias, or comparable systems preferred.- Strong attention to detail, accurate data entry, and organized records management.- Ability to handle confidential client and personnel information with discretion.- Strong written and interpersonal communication skills and professional front-desk presence.- Ability to prioritize multiple tasks, manage interruptions, and meet deadlines.- Ability to follow established procedures and recognize when a matter must be referred to a manager.- Bilingual English/Spanish or ASL preferred.

Licenses And Certifications - Must be at least 18 years of age.- Valid California driver's license, acceptable DMV printout, current vehicle registration, and a reliable vehicle available during work hours.- Automobile insurance meeting Thrive's required limits (100/300/50).

Required Clearances And Pre-Employment Conditions

All offers of employment with Thrive Support Services, Inc. are contingent upon successful completion of the following pre-employment requirements, in accordance with applicable federal and California law and Title 17 of the California Code of Regulations:- Criminal background clearance through Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) Live Scan fingerprint screening, consistent with California's Fair Chance Act (Gov. Code 12952).- 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 15630, in accordance with 15659.- 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. As a person who has assumed full or intermittent responsibility for the care or custody of dependent adults, 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. Failure to report is a misdemeanor under Welfare and Institutions Code 15630(h). Prior to commencing employment, the employee will sign a statement acknowledging receipt and understanding of these obligations as required by Welfare and Institutions Code 15659.