Administrative Assistant (Full-Time) [Lawrence L. Frank Center]

AbilityFirst

Pasadena, CA

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JOB DETAILS

SALARY

$24–$27 Per Hour

SKILLS

Accounting, Administrative Skills, Background Investigation, CPR Certification, Centralized Operations/Management, Check Processing, Communication Skills, Computer Skills, Credit Cards, Data Entry, Detail Oriented, Diversity, Document Management, Documentation, Driver's License, Employee Orientation, Facilities Management, File Maintenance, Financial Reporting, Fire Safety, First Aid, Funding, Fundraising Program, Health Department, Health Plan, High School Diploma, Housekeeping/Cleaning, Insurance, Inventory Management, Journalism, Landscaping, Legal, Licensing, Lift/Move 25 Pounds, Logistics, Maintain Compliance, Microsoft Office, Multicultural, Office Management, On Call, Onboarding, Operational Communications, Organizational Skills, Performance Reviews, Presentation/Verbal Skills, Project/Program Management, Record Keeping, Regulations, Safety/Work Safety, Staff Training, Swimming, Telephone Skills, Vendor/Supplier Management, Writing Skills

LOCATION

Pasadena, CA

POSTED

2 days ago

Job Type

Full-time

Description

JOB TITLE: Administrative Assistant (Full-Time)

REPORTS TO: Program Director

SCHEDULE: Monday-Friday (9:00am -6:00pm) [Occasional weekends as needed]

LOCATION: Lawrence L. Frank Center - Pasadena, CA

STATUS: Full-Time, 40 hrs/wk, Non-Exempt

DRIVER POSITION: Yes [ If yes, see driving policy below]

SALARY RANGE: $24.00 - $27.00/hr

ABOUT US:

At AbilityFirst, we are dedicated to helping individuals with disabilities achieve their personal best. Our mission is to look beyond disabilities, focus on capabilities, and expand possibilities. We believe in looking beyond disabilities, focusing on capabilities, and expanding possibilities. Ourdedicated team works tirelessly to provide programs that assist people with disabilities in achieving their personal best throughout their lives.

ABOUT THE ROLE:

The Administrative Assistant plays a central administrative and operational role at the program site. This position is responsible for ensuring efficient front-office operations, coordinating communication, supporting regulatory and keeping employee files up to date, and assisting with financial reporting. The Administrative Assistant also supports facility needs, manages program documentation, and plays a key role in welcoming families, volunteers, and staff.

KEY RESPONSIBILITIES

Administration & Office Operations

Answer phones and guide volunteers on call protocols and program information
Process and check the mail
Schedule and set up meetings, intakes, and interviews using team calendars
Prepare meeting materials (agendas, coffee/snacks, copies, notes, etc.)
Lead tours for prospective families and community partners
Manage sign-ups and logistics for special events and holiday activities
Maintain staff and participant files, ensuring compliance with regional center and community care licensing requirements.
Maintain swimmer files, where applicable.

HR & Training Support

Track and ensure staff certifications and trainings are current
Upload training records and maintain personnel files
Assist Program Director with administrative functions related to hiring and the onboarding process for new hires

Inventory & Supply Management

Order and organize office, housekeeping, and program supplies
Maintain and track merchandise inventory (e.g., program shirts)

Facilities & Contractor Coordination

Coordinate with landscaping and housekeeping contractors; report issues to Facilities Director
Submit work orders and communicate facility concerns to appropriate parties

Regulatory Compliance

Assist with annual licensing paperwork and audits
Maintain organized licensing records and documents
Prepare for and assist during regulatory visits
Support lead testing (in community centers with licensed afterschool programs only), annual fire safety checks, and health department visits, including documentation

Program Support

Review participant records in ProCare, including care needs and support plans
Assist in ProCare data entry, annual paperwork uploads, and POS review
Step into ratio supervision as needed, but not on a regular basis

Financial & Donation Management

Accept and track program funds and donations per cash handling policy (cash, check, credit card)
Issue receipts and create transmittals for accounting
Handle bank deposits and use check reader for payments
Manage and reconcile petty cash, submit check requests as directed
Cash handling and transmittals for special events

Other Duties

Uphold our commitment as a Mandated Reporter, ensuring the safety and well-being of all participants.
Complete all required staff training assigned each quarter.
Other duties and responsibilities as assigned to support the mission of the program and organization.

Requirements

QUALIFICATIONS

A High School diploma or equivalent is required.
1-2 years of experience as an administrative assistant, office coordinator, office manager, or any similar related job title is preferred.
Strong organizational and computer skills including Microsoft Office is required.
Must be detail-oriented and able to maintain accurate documentation is required.
Strong written and verbal communication skills is required.
Must be able to provide physical assistance including lifting or transferring participants if needed in program ratio is required.
Strong written and verbal communication skills is required
Ability to work effectively with people of diverse races, ethnicities, and sexual orientations in a multicultural environment is required.
Experience supporting individuals with disabilities is is preferred.
Valid Driver's License is preferred
Must be able to work evenings/weekends as needed.
Ability to obtain First Aid/CPR certification and clear background check (LiveScan).
Successful completion of background (LiveScan) check.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

Prolonged periods of sitting at a desk and working on a computer.
Changes in the environment, such as the office or outdoors.
Physical effort/lifting, up to 25 pounds at times.

SPECIAL CONDITIONS:

Mandated Reporting Requirements: The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

Senate Bill No. 792 amended Sections 1597.055 and 1597.54 of, and added Sections 1596.7995 and 1597.622 to, the Health and Safety Code, relating to day care facilities. This requires that all employees working in day care facilities be vaccinated for Pertussis (Whooping Cough), Measles and Influenza. On an annual basis you are required to show proof that you have received the flu vaccine or complete the Employee Certification of Declining Vaccination. AbilityFirst encourages all employees to get vaccinated against the flu, if a doctor has said it is safe for you to do so.

Candidates selected for this position will be required to successfully complete the following as a condition of employment:

TB Test
Live Scan (fingerprinting/background check)
Drug Screening
Required vaccinations: Hepatitis B, TDaP, and MMR
Physical / fitness-for-duty clearance

Driver Positions:

Applicants are required to provide a copy of their driving record from the Department of Motor Vehicles, along with a copy of their valid driver's license and proof of insurance. Job offers are contingent upon a satisfactory driving record. Examples of an unsatisfactory driving record include:

Suspended or revoked license
Three or more moving violations in the past 36 months
Any violations, including drugs, alcohol, controlled substances, within the past 24 months
Reckless driving, including hit and runs, within the past 24 months
At fault accidents, resulting in fatality or serious injury, within the past 5 years

The motor vehicle record will need to include a review of all states listed on the individual's employment application and resume. See instructions on obtaining your driving record below:

For driver positions, driving is an essential job function and cannot be reasonably accommodated, employment may be discontinued.

NOTE: All staff members will be considered introductory employees for the first three months of employment and will not be considered regular employees until the conclusion of this period. Ability First reserves the right to extend an employee's introductory period. In no way does the expiration of this introductory period change the fact that all employees are at-will. It is the supervisor's responsibility to orient the employee and to communicate the expectations of the supervisor and Ability First, as well as to evaluate whether the employee has the necessary level of skill, job knowledge, motivation, and attitude to become a regular member of the Ability First staff. New employees are also encouraged to seek guidance and assistance during this period. Employees who fail to demonstrate the expected commitment, performance and attitude may be terminated at any time during the introductory period. However, completion of the introductory period does not change or alter the "at-will" employment status. Employees continue to have the right to terminate their employment/business relationship at any time, with or without cause or notice, and Ability First has the same right. The organization, in its sole discretion, may change the job duties, responsibilities and assignments of any position, at any time.

BENEFITS & PERKS:

Ability First offers a competitive benefit package including comprehensive health coverage, 403b with agency contribution, and vacation/sick time. We also offer unique perks including weekly meditation/mindfulness and professional development opportunities that are tailored to your individual career growth.

EEO STATEMENT:

All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. Ability First does not discriminate on the basis of any protected status under federal, state, or local law.

Ability First is an equal opportunity employer committed to a diverse and inclusive workforce. In addition, the organization will consider employment-qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Please include references in your application

Salary Description

$24.00 - $27.00/hr

Administrative Assistant (Full-Time) [Lawrence L. Frank Center]

AbilityFirst

Pasadena, CA

About the Company

AbilityFirst

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