Administrative Assistant

Ultimate Staffing Services; Costa Mesa (CA); On-site; USD 25,000 - 36,000; Full time

Job summary

Ultimate Staffing Services is seeking an organized Administrative Assistant for an onsite, temp-hire role in Costa Mesa, CA. You will provide comprehensive administrative support, manage front-office activities, schedule appointments, and maintain client records with strict confidentiality.

The ideal candidate has 1–2 years in admin roles, strong communication, and proficiency in Microsoft Office. A mission-driven organization focusing on behavioral health services offers a stable environment

Qualifications

• High School Diploma or GED required.
• 1–2 years admin/clerical experience preferred.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Greet and assist clients, families, visitors, and partners professionally.
• Answer and direct calls, take messages, and respond to inquiries.
• Schedule appointments, trainings, and intake sessions.
• Maintain confidential client and employee records per HIPAA.
• Prepare, file, and distribute documents and reports.
• Manage office supplies and inventory.
• Support onboarding for new employees and leadership calendars.

Skills

Office administration

Multitasking

Verbal & written communication

Customer service

HIPAA compliance

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Administrative Assistant (JN -092026-431947) Costa Mesa, California

Salary: USD22 - USD22 per hour

Administrative Assistant needed for a temp-hire opportunity in Costa Mesa. The role is ONSITE.
The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of health programs and office locations. This role is responsible for managing front office activities, scheduling appointments, maintaining client records, supporting staff and leadership, and delivering exceptional customer service to clients, families, community partners, and employees.
The ideal candidate is highly organized, detail-oriented, professional, and passionate about supporting a mission-driven organization that serves individuals and families in need of behavioral health services.

Essential Duties and Responsibilities

• Greet and assist clients, families, visitors, and community partners in a professional and compassionate manner.
• Answer and direct incoming phone calls, take messages, and respond to inquiries.
• Schedule appointments, meetings, trainings, and client intake appointments.
• Maintain confidential client and employee records in compliance with HIPAA regulations.
• Prepare, process, file, and distribute documents, reports, correspondence, and forms.
• Monitor office supplies and coordinate ordering and inventory management.
• Support onboarding and administrative processes for new employees.
• Assist leadership with calendars, meeting coordination, and special projects.
• Enter, update, and maintain data within electronic health record systems and other databases.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Ensure office operations run efficiently and maintain a welcoming environment.
• Support program staff with administrative needs and interdepartmental communication.
• Perform other duties as assigned.

Qualifications Required

• High School Diploma or GED.
• Minimum 1-2 years of administrative, clerical, receptionist, or office support experience.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple priorities with accuracy and attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong customer service skills and a professional demeanor.

This position pays $22.00 an hour