Administrative Assistant

Administrative Assistant

La Cheim has been providing a robust continuum of care for over 50 years to help vulnerable and marginalized children, adolescents, and adults. Our non-public school, community mental health center, therapeutic behavioral services program, and Short-Term Residential Treatment Program offer educational and mental health services throughout Alameda and Contra Costa County.

Our team is made up of teachers, art therapists, counselors, psychiatrists, psychologists, RNs, social workers, MFTs, and mentors, all known for their caliber and compassion. They create life-changing experiences for those they serve. All La Cheim programs embrace and apply a Trauma-Informed approach to addressing emotional and behavioral issues.

By joining La Cheim, you will be part of a supportive community driven by an inspirational mission. Employees benefit from competitive benefits, ongoing training, wellness opportunities, and meaningful opportunities for growth and advancement.

The Administrative Assistant supports the daily operations of La Cheim School by providing administrative, operational, and program support services. Responsibilities include serving as a primary point of contact for students, families, treatment team members, and community partners; maintaining student records and documentation; supporting compliance and safety requirements; managing office and food service supplies; preparing and serving student lunches; assisting with reports, meetings, field trips, and school events; and ensuring accurate recordkeeping and confidentiality in accordance with agency policies and regulations. This position requires strong organizational skills, professionalism, attention to detail, flexibility, and the ability to respond effectively to the needs of students, staff, and the overall school program.

Qualifications and Skills

1. Previous experience in administrative support roles preferred.
2. Previous experience with youth, particularly underserved populations, or in a school setting preferred.
3. Strong organizational skills and attention to detail.
4. Commitment to maintaining confidentiality and upholding regulatory standards.
5. Excellent written and oral communication skills.
6. Exceptional interpersonal skills and a compassionate nature.
7. Intermediate-level skills in MS Office (including Excel, Word, Microsoft TEAMS, and Outlook).
8. Must have a valid Clear California Driver's License, proof of insurance, validated car registration, and reliable transportation to and from work.
9. Obtain DOJ/FBI clearance and TB test.
10. Bilingual Spanish preferred but not required.

Physical Requirements

The following is the extent of the specific activity required for this position:

1. Stairs climbing stairs up to 50-100 up to 2-4 hours, not continuously.
2. Sitting up to 2 hours, not continuously; standing up to 4 hours, not continuously
3. Walking up to 2 hours, not continuously; bending over up to 1 hour, not continuously.
4. Crawling up to 0 hours; climbing up to 0 hours, reaching overhead up to a few minutes.
5. Crouching up to hour, not continuously; kneeling up to a few minutes
6. Balancing up to 0 hours; pushing or pulling up to a few minutes.
7. Lifting or carrying 25 pounds or less; repetitive use of feet up to 0 hours
8. Repetitive use of hands up to 0 hours
9. Grasping with one or both, simple and firm, for up to 1 hour, not continuously
10. Fine dexterity - either hand up to 1 hour, not continuously Auditory and visual acuity 8 hours within normal limits and maybe with glasses, contact lenses or hearing aids.
11. Driving cars and vans; Exposure to uneven concrete and blacktop
12. Exposure to normal dust, heat, and noise
13. Exposure to emotionally disturbed students who may be physically and verbally violent and require safe physical management.
14. Frequent exposure to office equipment.

Essential Duties

1. Order, prepare, cook, and serve school lunches five days per week.
2. Maintain food inventory and monitor supply levels.
3. Purchase groceries, food service items, office supplies, and program materials using agency-approved procedures.
4. Operate the company vehicle for approved school-related errands and purchasing activities.
5. Assist Associate Director of Educational Program in event planning, holiday meal planning and graduation.
6. Support the day-to-day operations of the school site by responding to greeting visitors, phone calls, e-mails from parents, members of student's treatment teams and community partners, including setting up meetings, intakes as appropriate.
7. Respond to inquiries from visitors, parents, student's treatment team, and community partners.
8. Manage daily calls at the school with efficiency and professionalism.
9. Uphold confidentiality standards by shredding sensitive paperwork in compliance with HIPAA regulations.
10. Assist with maintaining and coordinating required fire, health, licensing, and California Department of Education documentation.
11. Schedule, assist with, record, and maintain documentation of all required emergency drills.
12. Maintain and order office supplies and equipment to ensure non-interruption in workflow for staff and students.
13. Maintain meticulous student data and service logs in accordance with state regulations.
14. Assist in maintaining educational and mental health charts.
15. Assist by responding to requests for transcripts, records, and old report cards from previous students and ensure authorization form is filled out.
16. Maintain a well-organized filing system to ensure easy access to important documents.
17. Submitting and compiling monthly reports to submit to finance department
18. Scan, upload, and archive documents in Microsoft TEAMS and other designated systems.
19. Assist staff with copying and filing as needed.
20. Submit food allowance and petty cash documentation accurately and on time.
21. Create engaging flyers for upcoming events and provide timely updates to staff and students.
22. Assist in coordinating engaging monthly Field Trips for enriching experiences.

Additional Responsibilities

1. Complete Medi-Cal progress notes to document services provided to youth.
2. Complete all required trainings, including online trainings, Pro-ACT, Food Manager Certification, and other agency-mandated trainings.
3. Always maintain a high standard of professional behavior.
4. Take initiative to respond to program and student needs.
5. Coordinate with facility staff and vendors to ensure supplies, equipment, and orders are maintained.
6. Other duties may be required as La Cheim continues its development. Employees are expected to be flexible and responsive to changes in the scope of duties.