Administrative Assistant

Children's Institute, Inc.; United States; On-site; USD 26,000 - 32,000; Full time

Benefits offered by this job

Generous PTO and holidays

Medical, dental, vision insurance

403b retirement plan with employer

Tuition reimbursement up to 4500 USD

Public Service Loan Forgiveness elig. 

Flexible Spending Account (FSA) & HSA

Life and AD&D insurance

Voluntary supplemental insurance

Growth opportunities

Professional development and training

Team events

Job summary

Children's Institute, Inc. is seeking an IT Administrative Assistant to provide clerical support and helpdesk coordination. You will perform data entry, prepare reports, manage calendars, and assist in front-office operations.

The role includes receptionist duties, coordinating room bookings, and supporting facilities maintenance. You will act as the primary liaison between IT, Finance, and vendors, handling inquiries and basic troubleshooting.

Qualifications

• One year of administrative/clerical experience required.
• High school diploma or GED required.
• Proficiency with Office 365 in Windows environment is expected.
• Ability to handle confidential information and PHI with discretion.

Responsibilities

• Provide routine clerical and administrative support.
• Prepare routine correspondence and enter data with accuracy.
• Serve as receptionist and assist in office operations and scheduling.
• Coordinate IT helpdesk tickets and liaise with IT and Finance and vendors.

Skills

Data entry

Multi-tasking

Organized

Verbal & written communication

Bilingual English/Spanish

Punctual attendance

Education

High school diploma or GED

Tools

Office 365

Windows environment

Accounting software

Database software

Finance Edge

Job description

DUTIES SUMMARY

Provides routine clerical and administrative support.

ESSENTIAL DUTIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Prepares routine correspondence, forms, and similar items using word processing, spreadsheet or other software applications. Enters data into the computer ensuring accuracy and completeness; prepares and distributes routine reports. Sets up, and files program/department/personnel/client documents under supervision; copies, sorts, faxes, collates and retrieves documents. Calls for repairs/maintenance of office equipment such as copier, fax, telephone, or computer. Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail. Acts as receptionist for department, greeting and directing visitors, answering and forwarding telephone calls, assisting in the general operations of facilities including maintenance, resolving operational issues, scheduling conference/training rooms, housekeeping, safety and security. Maintains calendars, schedules program/department and supervisor appointments as directed; updates calendar and ensures appropriate parties are informed. Supports the front office reception area as needed.

IT Administrative Assistant Act as the primary liaison between the IT department, Finance department, and external vendors to coordinate and ensure timely payment of invoices. Receive incoming calls, emails, and chat messages from end-users requiring IT assistance, assign helpdesk tickets to appropriate technicians, and provide basic troubleshooting support as needed.

ADDITIONAL DUTIES

Other duties and special projects as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS EDUCATION & EXPERIENCE

One year of administrative/clerical experience. High school diploma or general education degree (GED) required.

OTHER QUALIFICATIONS

Possesses a valid driver's license and state-required auto insurance. This position may require some travel. Spanish / English bilingual preferred. Excellent data entry skills Ability to multi-task. Extremely organized. Ability to work with others towards a common goal. Ability to be flexible and work in a changing environment. Ability to coordinate projects, solve problems and make solid business recommendations. Ability to establish and maintain routine files, records, and official documents. Ability to handle confidential information. Maintains patient privacy, including protecting the confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities. Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities Sensitivity to service population’s cultural and socioeconomic characteristics. Excellent verbal and written communication skills. Punctual and dependable attendance.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

COMPUTER SKILLS

Must have intermediate knowledge of Office 365 programs in a Windows environment. Accounting software Database software Finance Edge VISION REQUIREMENTS No special vision requirements. NOISE LEVEL Moderate noise

REQUIRED TRAINING

New Hire Orientation AB-1343: Sexual Harassment Prevention training Mandated Reporter

COMPENSATION

$19.47 USD - $22.85 USD In accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.

BENEFITS

• Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year
• Excellent medical, dental, and vision insurance for eligible employees and qualified dependents
• 403b Retirement Plan with employer contribution for eligible employees
• Up to $4,500 in tuition reimbursement per calendar year
• Eligible for the Public Service Loan Forgiveness program
• Flexible Spending Account (FSA) & Health Savings Account (HSA)
• Employer paid Life and AD&D Insurance
• Voluntary Supplemental Insurance
• Opportunity for growth & advancement
• Professional development & continued training
• Team building & bonding through company sponsored events & activities

CONTINGENCIES

Influenza immunization or declination COVID-19, MMR and Tdap immunizations Education verification Reference check Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services Drug and alcohol screening Tuberculosis screening

ABOUT CII

CII believes that all children and families have boundless potential to achieve emotional well-being and educational success, which build pathways to economic mobility and lifelong health. Using a whole family, two-generation approach, CII offers education, counseling services, parenting support, convening spaces and enrichment programs in the community, at our early education centers, K-12 schools, and neighborhood hubs. Our employees value passion, partnership, innovation and equity. If meaningful work and a vibrant culture are important to you, you're in the right place. Join our team and change the world! CII promotes and fosters equity and inclusion in our workplace and in our communities. We strive to embed these values in our agency-wide decisions and our talent practices so that we create equal opportunities for everyone.