Administrative Assistant

Pace Solano; Benicia (CA); Presencial; USD 26.000 - 36.000; A tiempo parcial

Descripción de la vacante

Pace Solano is seeking a part-time Administrative Clerk to support program operations in California. You will manage databases, handle documents, and prepare invoices while maintaining attendance records and cash ledgers. A valid CA driver’s license is required.

The role involves daily data entry, filing, and coordinating with staff and external agencies, with training provided as needed.

Formación

• 3+ years of general office experience and ability to use standard office equipment and software.
• Must pass clerical testing including Excel spreadsheets with formulas, document composition, grammar and basic math.
• Must pass a pre-placement physical including drug screening, TB test and fingerprint clearance.
• Relational Database experience preferred, e.g., FileMaker Pro or MS Access.

Responsabilidades

• Maintain computer databases and file systems for program attendees and staff.
• Type, file, and distribute agency documents, including payroll and intake packets.
• Maintain attendance records and prepare invoices for NBRC and Main Office.
• Answer phones and relay messages; assist with staff application packets.
• Maintain money ledgers and petty cash with approvals.
• Attend trainings and staff meetings; assist individuals during daily activities.

Conocimientos

General office experience

Microsoft Office proficiency

Herramientas

MS Excel

FileMaker Pro / MS Access

Descripción del empleo

Description

Responsibilities:

• Maintain computer data bases and file systems for individuals who attend program, personnel and other agency requirements. Type, file and/or distribute agency documents as needed (inter-agency and US Mail), e.g., client payroll, Dailies, SIR’s, ISSP’s, Intake Packets, Care Plans, updates to Critical Information Forms, Consent Forms, notices to staff and service providers, staff meeting notes, etc.
• Ensure attendance records are maintained daily and accurately recorded on Excel spreadsheets. Prepare accurate invoices and associated documentation for monthly submission to NBRC and Main Office.
• Answer telephones, record and relay messages to supervisors, staff and other agency personnel. Assist with staff application process which includes: completion of application packet and making copies of appropriate documents.
• Maintain positive communication with individuals who attend program, home-providers, supervisors, co-workers, referral agencies and community at large. Disseminate appropriate information to site management.
• Ensure money ledgers are maintained in accordance with Licensing and Pace Solano policies. Maintain and process petty cash with Program Manager approval; and following agency procedures.
• Assist Program Manager to adhere to Licensing requirements, e.g., reports, file systems including individuals who attend program and personnel files, postings etc.
• Order and maintain office supplies with Program Manager approval and ensure appropriate operation of office equipment.
• Attend Mandatory Trainings, Staff Meetings, and Staff Trainings that may occur after your typical scheduled work hours.
• Assist individuals who attend program, e.g., during classroom activities, lunch, transition time, etc.
• Display professional and respectful attitude towards individuals who attend program, co-workers, supervisors and assignments.
• Report all suspected abuse in accordance with Mandated Reporter regulations and procedures.
• Ability to lift/transfer/push/pull/bend/turn/pivot up to 38 lbs. occasionally while assisting individuals who attend program with personal care needs.
• Ability to sustain a forward bend occasionally while completing clerical tasks, i.e., filing, and while assisting individuals who attend program in assembly tasks, table top activities and eating lunch.
• Follow agency policies and safety procedures on an ongoing basis.
• Other related duties as assigned.

Salary:

$22.50 an hour, 6 hours per day, 5 days per week (Monday-Friday).

Requirements

• Must be at least 21 years old
• Must have a valid CA driver’s license, acceptable DMV printout, proof of car insurance
• Must pass clerical testing with score of 80% or better. Test includes creation of Excel spreadsheets with formulas and calculation verifications; document composition with correct grammar, punctuation and spelling; and basic math.
• Must pass a pre-placement physical which includes drug screening, breath alcohol, T.B. test, back evaluation and fingerprint clearance
• 3+ years of general office experience and ability to use standard office equipment, including 10 key calculator, computer (Windows), applications and programs, i.e. Microsoft Office (Word, Excel, Outlook) data base format, inter-net, e-mail. Relational Database experience preferred, e.g., File maker Pro or MS access, etc.