Administrative Assistant

Department / Program: Administration
Reports To: Director of Operations and Administration
Work Direction: HR & Talent Manager, for the HR administrative support duties listed in this description only. Supervision, scheduling, timekeeping approval, and performance evaluation remain with the Director of Operations and Administration.
Positions Supervised: None
FLSA Classification: Non-Exempt
Employment Type: Full-Time
Work Location: Office - 900 Court Street, Martinez, CA 94553
Travel Required: Occasional (local errands; occasional travel to the Santa Cruz office or Regional Center sites)
Wage: $22.00 – $26.00 hourly

Position Summary

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.

Confidentiality

The employee is required to maintain strict confidentiality of all client, employee, and inter-agency information in accordance with the Health Insurance Portability and Accountability Act (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
- Computer, multi-line telephone system, and headset.
- Document scanner/copier, printer, shredder, and postage equipment.

Technology
- Microsoft 365 applications, SetWORKS, Relias, and other company platforms.

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 under the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA) to enable individuals with disabilities to perform these essential functions. The list below is not exhaustive and may change based on the operational needs of the agency.
- Sit for extended periods at a desk and computer; stand, walk, bend, and reach throughout the office.
- Operate office equipment and computers using hands and arms regularly.
- Occasionally lift, carry, push, or move up to 25 pounds with or without assistance.
- Communicate effectively with clients, families, staff, and outside parties in person, in writing, and by phone or video, using spoken language, sign language, assistive technology, relay services, or interpreters as appropriate.
- Safely operate a motor vehicle if required for occasional business-related tasks.

Mental Demands

The mental 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 under the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA) to enable individuals with disabilities to perform these essential functions.
- Maintain sustained concentration while handling multiple tasks, interruptions, and deadlines.
- Exercise sound judgment and professionalism with staff, clients, applicants, and community members.
- Adapt effectively to changing priorities.
- Maintain composure during stressful or high-volume periods.

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 under the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA) to enable individuals with disabilities to perform these essential functions.
- Work primarily in an office environment with moderate noise levels and frequent interaction with employees, clients, families, and visitors.
- Occasionally travel between agency locations or community sites.
- Occasionally encounter confidential matters or emotionally sensitive interactions.

Workplace Safety And Incident Reporting

The employee is required to perform all duties in a manner consistent with Thrive Support Services, Inc.'s Injury and Illness Prevention Program (IIPP) and Cal/OSHA requirements (Title 8 CCR §3203). The employee will:
- Use Universal Precautions and proper body mechanics at all times.
- Immediately report all employee injuries, accidents, near-misses, and unsafe conditions to their 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 Americans with Disabilities Act (ADA), the ADA Amendments Act (ADAAA), and the California Fair Employment and Housing Act (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 (including religious dress and grooming practices), sex, gender, gender identity, gender expression, sexual orientation, marital status, registered domestic partner status, pregnancy, childbirth, breastfeeding or related medical conditions, age, national origin, ancestry, citizenship status, immigration status, physical or mental disability, medical condition, genetic information, military or veteran status, political affiliation, reproductive health decision making, off-duty cannabis use, or any other characteristic protected by federal, state, or local law. Thrive complies with all applicable federal, state, and local laws governing nondiscrimination in employment, including the California Fair Employment and Housing Act (FEHA) and Title VII of the Civil Rights Act.

About Our Organization:

Thrive Support Services was founded in 2007 with the goal of helping adults with developmental disabilities Thrive in their own homes and chosen communities. We believe that every individual, regardless of disability, has the right to live in the place of their choosing and with the people they want by their side. We serve clients throughout the Alameda and Contra Costa County Areas. We truly see this endeavor as a way to make a difference in peoples' lives every day. Visit our website at www.ThriveSupportServices.com.

#SJ2024