Administrative Assistant

If you are a current YAI employee, please click this link to apply through your Workday account. Job Summary Under the direction of administrative or program management, Administrative Assistants provide general clerical and administrative support for an assigned location, program or office. They greet and direct individuals upon arrival or dismissal, handle inquiries by phone, email or in‑person, coordinate and arrange meetings, make notifications and requests, and coordinate office activities including tracking, monitoring, and compiling information. For assignments to START, they assist with receiving and coordinating referrals and admissions and maintain information in applicable systems for program participants. Key Responsibilities Greet visitors, staff and/or people we support entering the site with a positive, helpful attitude; announce and direct individuals to the appropriate party or location. Maintain office security by following safety procedures and keeping visitor logs, including electronic systems, per applicable procedures. Answer and screen phone calls in a timely and professional manner, directing calls, taking messages, and handling inquiries. Coordinate, schedule, and confirm meetings, secure conference rooms or spaces, determine attendee availability, and send electronic invitations using Outlook or other established systems. Liaise with internal departments and external stakeholders on behalf of the supervisor, making requests, coordinating, securing, monitoring, and tracking maintenance issues, appointments, schedules, transportation, and other location or program related needs. Receive, sort, prepare, and distribute mail, packages, and deliveries; replenish, stock, and distribute supplies as needed. Perform clerical tasks such as filing, copying, scanning, data entry, create a memo, lists, spreadsheets, or other documents, and make notifications or inquiries by email or phone. Obtain, access, and review documentation as needed, coordinating with staff or external sources, and upload appropriate documentation into shared folders or electronic systems such as Digital Agency. Enter data into electronic systems, complete forms, and update referral‑related data and documents in databases and shared drives. Assist with the development and implementation of systems and processes to improve or expedite monitoring, collecting, organizing, and tracking administrative paperwork and information. Participate in the coordination and facilitation of arrivals and departures of people we support or other groups, including assisting or escorting individuals during bus duty, and scheduling busing or other transportation. Collect, monitor, and track program attendance, duration of services, and compile information from various systems for reporting and escalation to supervisor or leadership. Provide support with fiscal systems including ledgers, fee determinations, and invoices, perform basic numeric calculations, and reconcile ledgers or expenses. Monitor and reconcile petty cash for assigned programs or offices, complete necessary paperwork, data entry, and accounting for expenditures. START‑Specific Responsibilities Coordinate and track incoming referrals for services, acknowledging receipt, collecting screening and eligibility information, and providing instructions and documents to referrals and caregivers. Maintain a linkage database and information relating to community partners. Participate in outreach and community‑based meetings to network, provide information, and build relationships. Assist with tracking and scheduling on‑call assignments, interviews, and mandatory trainings. Minimum Qualification Requirements High school diploma or equivalent; one year of experience in an administrative support role performing receptionist and/or clerical duties, including phone handling, data entry, and scheduling. Valid California driver’s license. Basic proficiency with Microsoft Office (Word, Excel, Outlook). Excellent time‑management and organizational skills with ability to prioritize tasks. Willingness to learn and use common office equipment and electronic systems such as Workday, Digital Agency, shared drives, and intranet. Strong interpersonal and customer‑service skills, with accurate verbal and written communication. Initiative and high attention to detail. Physical ability to perform essential duties (use hands, stand, bend, reach, lift up to 25lb). Preferred Qualification Requirements Two years of experience working with the I/DD population or related human services experience. Autonomous and collaborative work skills. Experience with individuals with intellectual and developmental disabilities (I/DD). Experience reconciling financial and purchasing data (ledgers, petty cash, invoices). Previous experience using Workday or Digital Agency. Fluency in a second language (verbal and/or written). For START assignments: Bachelor’s degree in human services or related field; experience in service coordination/case management or intake/admissions. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or status as a Vietnam or disabled veteran. YAI is an Equal Opportunity Employer. #J-18808-Ljbffr