Job Title: Administrative Assistant
FLSA Status: Non-Exempt
Status: Regular full-time benefited position.
Hours: Monday to Friday, 8:30 am to 5:00 pm with two 15-minute breaks and one 30-minute unpaid lunch break.
Pay Rate: $25/hr
Summary
The Administrative Assistant will assist with administrative, HR/Finance, and front office duties.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and ability. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Aministrative and Front Office Responsibilities
- Maintain and purge (database, hardcopies, and computer) information systems.
- Respond to participant requests for attendant services by calling for attendants by using the overhead call system.
- Provide front desk coverage: answer phones, refer calls, answer inquiries, assist participants, and greet visitors.
- Assist with compliance for Community Care Licensing and other oversight/governmental agencies, etc.
- Maintain and update confidential files of participant records including filing, preparation of forms, information tracking, and updating of reports mandated by law.
- Compile program statistics, program participation, attendance, population information, etc. as needed.
- Help record daily attendance of program participants and check in visitors to the Agency.
- Maintain Storiicare database of participant and program information and act as a resource to other employees.
- Provide HR administrative services, phone screen applicants, schedule appointments
- Updating the White Board with participant attendance issues (absences, late arrivals, etc.)
- Prepare reports, correspondence, spreadsheets, etc. as requested
- Assist executive staff as needed
- Other duties as needed
Changes can occur in essential tasks due to changes in programs, such as those mandated by law, or as a condition to further funding by a grant sponsor or changes in state or federal law. Any change in essential tasks to be performed will be by written notice and will be an essential task or requirement only after such notice has been given.
Additional Job Requirements
- Load and unload buses
- Assist in the Kitchen and Lunch area when needed.
- Assist in other departments as needed.
- Perform other duties as requested.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education and/or Experience
High school diploma or equivalent; two years related experience and/or training; or equivalent combination of education and experience.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Physical demands are:
- Ability to stand, stoop, and bend – frequently.
- Ability to push non-mobile program participants in their wheelchairs frequently.
Note: Any lifting, transferring or positioning of program participants always requires two people.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The noise level in the work environment is moderate to loud
Addendum
It is required that every employee be aware of, and responsible for, the safety of program participants, staff, volunteers and others under his/her supervision or in their work environment. Employees are required to immediately clear or report any safety hazards or unsafe conditions in their work environment.
Requirements for Employment
- Submit to a current physical examination and tuberculosis screening.
- Provide a copy and maintain a current California driver’s license, submit a DMV clearance, and a copy of the current insurance certificate for the personnel file.
- Maintain a current CPR certification.
- Current fingerprint clearance (prints must be sent to the Department of Justice within four days of hire).
- Covid-19 vaccination required
- Sign a Form I-9 and provide required documentation.
- Sign Ability Now Bay Area Policy Statement
Each employee will also receive a copy of the Ability Now Bay Area Employee Handbook. It is understood and agreed that the employee will read and observe the terms and conditions set forth in the handbook.
As an Ability Now Bay Area employee, you may terminate employment at any time and for any reason whatsoever (we request that, in the event of resignation, you give the Center at least two weeks’ notice). Similarly, Ability Now Bay Area may terminate your employment at any time and for any reason whatsoever, with or without cause. This at-will relationship can only be changed in writing signed by you and an authorized representative of Ability Now Bay Area.
To inquire about this position, please contact:
stefanee@abilitynowba.org